Fleet Administrator

ABOUT US:

The Brock Group is a leading provider of industrial specialty services to clients around the world, with headquarters in Houston, TX, and operating units in geographical regions in Canada and the United States. With the Canadian head office in Edmonton, the company supports routine maintenance, turnarounds, and industrial capital projects by providing services including scaffolding and work access, insulation, fireproofing, and asbestos abatement for general maintenance, construction, turnarounds, and shutdowns to western Canadian producers.

The Fleet Administrator maintains the integrity of fleet data and documentation, produces recurring analytics, manages lease and disposal packets, supports procurement and vendor setup, and ensures that inspections, registrations, and driver qualifications are current.

1. Vehicle data management:

- Maintain and update the vehicle master list for acquisitions, transfers, and disposals.

- Ensure data accuracy across WhipAround, Motive or Geotab, and master spreadsheets.

2. Reporting and analytics:

- Generate daily, weekly, and monthly telematics reports.

- Prepare monthly fleet cost reports (Addison, Coupa, Shell or WEX).

- Produce Shell fuel usage reports.

- Review and share Quantify data with project teams to ensure accuracy and accountability.

3. Lease and disposal processing:

- Apply gains from sold units to current leases in alignment with policy.

- Submit disposal packets for processing and lease packets for new units.

4. Compliance and documentation:

- Send reminders for vehicle inspections, insurance renewals, registration updates, and CVIP requirements.

- Maintain driver qualification records [medical cards or physicals, CDL documentation, annual driving records, CSA or MVR checks].

5. Incident and inspection management:

- Track and manage roadside inspections and citations [overweight or traffic violations].

- Complete DVIR reviews and follow ups and ensure closure of defects.

6. Financial oversight:

- Review month end reports for back charges and contra charges.

- Ensure accurate reporting and communication of charges to all sites.

7. Procurement and vendor management:

- Create and manage purchase orders with correct GL and Job Numbers.

- Coordinate with AP for billing and invoicing.

- Create and verify new vendors in Coupa.

- Source multiple quotes for equipment and fleet items.

REQUIRED QUALIFICATIONS:

- Diploma or certificate in Business Administration, Supply Chain, or a related field (equivalent experience considered).

- 2 plus years in fleet administration, data management, or AP or procurement support.

- Familiarity with provincial and federal fleet requirements (ELD, IRP, IFTA, CVIP).

ASSET QUALIFICATIONS:

- Strong spreadsheet skills and comfort with large data sets.

- Meticulous documentation and follow through.

- Ability to coordinate across sites, vendors, and finance partners.

- Clear communication and customer service orientation.

- WhipAround, Motive or Geotab, Coupa, Addison, WEX or Shell, Quantify.

- Microsoft 365.

SUCCESS METRICS::

- Accuracy and timeliness of fleet data and reports.

- On time renewals for registrations, insurance, and CVIP.

- Timely closure of DVIR defects and citation follow ups.

- Accuracy of back charges and contra charges.