Fleet Administration Specialist

4 weeks ago


Markham, Canada BGIS Full time

**Who We Are**

**SUMMARY**

Reporting to the Fleet Manager, the **Fleet Administration Specialist **is responsible for the administration of the BGIS North American and UK vehicle fleets.

**KEY DUTIES & RESPONSIBILITIES**

**Inventory Management**
- Continuous updates to fleet vehicle and driver database.
- Monitor HR reporting for New Hires and Terminations.
- Audit fleet database for discrepancies and proactively follow up with operations leads.
- Prepare and submit forms to Fleet Management company.
- Support timely disposal of used vehicles.

**Fleet Program Participant Onboarding**
- Collaborate with internal and external stakeholders, including fleet management company, to ensure adherence onboarding process.
- Manage all communications to new program participants.
- Continuous improvement of onboarding process.

**Motor Vehicle Records Management**
- Collaborate with internal and external stakeholders, including fleet management company, to ensure adherence BGIS MVR program.
- Oversee annual MVR campaign of driver license checks for BGIS Canada and US, including:

- Communication strategy for Program Participants and Management teams.
- Assign event-based driver training modules.
- Monitor compliance to all requirements.

**Toll Program Management**
- Own the toll management program end to end for BGIS Canada and US.
- Monitor use of toll roads & highways by authorized users and business purposes only.
- Order toll transponders in line with company guidelines.
- Process and submit monthly invoices for payment.

**Reporting**
- Ad hoc inventory reporting as requested by account teams.
- Provide insights to Operations managers to support inventory accuracy.

**Compliance**
- Monitor and enforce driver compliance for the following programs by engaging both drivers and management in the resolution process:

- Preventative Vehicle Maintenance.
- Fuel Purchase Parameters.
- Taxable Benefit Mileage Reporting.
- Telematics Device Activation.
- Violation Payments.

**Documentation**
- Ongoing updates to fleet forms further to new accounts and business units.
- Distribution of updated forms to Operations teams.
- Ownership of Fleet contact listing.
- Distribution of vehicle related materials to drivers.

**Safety**
- Drive a culture of safety in all driver interactions.
- Supply drivers with guidance and information to remain safe on the road.

**KNOWLEDGE & SKILLS**
- Fleet Industry Experience - 3 years minimum.
- Mid-level Proficiency with Excel, use of formulas and pivot tables.
- Strong Communication Skills.
- Bilingual (French) an asset.

**Licenses and/or Professional Accreditation**
- None required.

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