Fleet Management and Reporting Specialist

6 months ago

Ajax, Canada Volkswagen Group Canada Full time

**Fleet Management and Reporting Specialist (12+ Month Contract)**
- VGC000112

Primary Location Canada-Ontario-Ajax

**Drive your Career**

We love our cars, but it’s the people behind them who make them what they are. To market, sell, and service great cars, we need great people. That’s why at Volkswagen Group Canada, we are passionate about our cars and our brand and foster this same passion and drive in our people. We know that the right people in the right positions can do incredible things, and we love making that happen.

**We are currently looking for a **Fleet Management and Reporting Specialist (12+ Month Contract)** at our Corporate Offices in Ajax, ON**

The role delivers excellent customer service while preserving process and policy compliance in assisting internal customers with inquiries surrounding the ordering, delivery, and surrender of their department fleet vehicles. The Fleet Management Specialist will suggest process improvements and create training and policy compliance tools to deliver to vehicle custodians on a regular basis. The Fleet Management specialist will also be responsible for scheduling PDI, detailing, and delivery appointments, key management, and plating for new fleet vehicle deliveries. The role will schedule and ensure process compliance for our fleet surrender process including posting vehicles for remarketing.

This includes the tracking of all Key Performance Indicators in order to monitor progress and ensure efficiencies so that all company vehicle assets are accounted for at any given time. This is achieved via monitoring, analyzing, providing reporting to determine required actions to move vehicles through the company car life cycle (in-service to for-sale) in order to maximize inventory control.

**This position is **fully on-site** in our Ajax office**

**Primary Responsibilities**:

- System Administrator and Subject Matter Expert of the Company Vehicle Tracking System to ensure all vehicles, manufacturer plates, and keys are being properly reported and charged to budgets.
- Maintain and update the system with new model and pricing configurations and liaise with the system's vendor for inaccurate information and logging tickets accordingly
- Ensure that pool fleet custodians are properly trained and fulfilling their custodial responsibilities
- Provide customer service support and direction to pool custodians by fulfilling pool vehicle orders and ensuring proper recording and tracking of pool vehicles
- Hands on responsibility for the delivery of vehicles out of the corporate headquarters for all department fleet vehicles. This includes receiving vehicles, scheduling PDI, preparing licensing (regular trips to the Ministry of Transportation offices).
- Hands on responsibility of scheduling and coordinating the surrender of vehicles out of the corporate headquarters
- Liaise and coordinate with internal department fleet custodians on vehicle accidents and repair procedures.
- Act as the vehicle custodian for the corporate vehicles services own fleet of vehicles. Determine need for additional or new vehicles, make business case recommendations for fleet management, ensure budget compliance of own fleet. Schedule, track and monitor department’s own fleet usage.
- Responsible for tracking the life cycle of all corporate pool/fleet vehicles to ensure prompt deliveries, in-service tasks are completed in the system by department custodian to ensure proper payment and accounting of pool vehicles
- Develop new analytical methods for reporting, analyzing and recommendations for optimizing department key performance indicators and company vehicle asset management. Prepare reports and presentations for the corporate vehicles services department.
- Ensure proper disposal and recording of vehicle stage at end of use - re-purpose, friends and family used purchase program sales, auction or dispose through scrap vendor
- Reconcile aging reports against company electronic asset systems and investigate discrepancies and ensure proper recording of assets
- Monitor and liaise with Toll road providers to ensure proper accounting of toll trips with fleet vehicles
- Track and prepare files for reporting to Driver’s Abstract vendor, insurance, provincial registration authorities, toll road and other reports as needed.
- Design, implement and maintain process flows and desk instructions for fleet and pool car operations
- Participate in IT systems updates, provide suggestions and represent VGCA on system upgrades and improvements
- Provide backup coverage for other roles in the Corporate Vehicle Services department to include order approval, customer service and new and used vehicle deliveries.
- Understand product and product configuration in order to produce vehicle ordering guides for internal stakeholders
- Monitor and track all vehicle plating including manufacturer/dealer plate requirements by province of operation and ensures annual renewal for all VGCA owned vehicles an

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