Fleet Coordinator, Paramedic Services

2 months ago

Sharon, Canada York Region Full time

**Job Description**:
**POSITION PURPOSE**:
Reporting to the Fleet Program Manager, Paramedic Services, is responsible for coordinating and scheduling preventative maintenance and repairs for Paramedic Services’ fleet of ambulances, single response units and various support vehicles with internal resources and outside services contractors; processing/auditing service contractor invoices, assisting with preparation of proposal documents, work order documentation and maintenance of vehicle files/legislated certifications in accordance with the Ministry of Transportation and Ministry of Health and Long Term Care vehicle standards.

**MAJOR RESPONSIBILITIES**
- Assists fleet staff with developing preventative maintenance schedules, procedures and inspection check sheets for legislated and seasonal inspections based on vehicle and equipment types.
- Provides availability of vehicles/equipment to Paramedic Operations and coordinates unscheduled maintenance activities such as unforeseen repairs, towing and breakdowns with Fleet Technicians and/or service contractors.
- Collaborates with Fleet Technician to schedule and coordinate vehicles and equipment for preventative maintenance while minimizing operational impacts to Paramedic Operations.
- Manages incoming requests for pool vehicles by reserving vehicles in the fleet and asset management system and QRS, inspecting condition of vehicles when returned and ensures appropriate documentation is completed and applicable policies are followed.
- Assists the Fleet Program Manager with the preparation of specifications for tender and Request for Proposals documents and contract award documents.
- Circulates warranty information, recall items, product upgrades and service advisories to service contractors and other agencies, as required.
- Reviews and audits service contractor maintenance records and billing invoices to ensure unit pricing is correct, inspection sheets/documentation are complete and credits have been obtained for repairs that were overcharged, rework or warranty.
- Completes routine forms, records and reports as required; compiles accident documentation/pictures for submission to Risk Management, updates fleet and asset management system software and vehicle maintenance files.
- Liaises with Regional Departments, vehicle/equipment manufacturers, service contractors, insurance adjusters, local municipalities and Provincial/Federal government agencies and suppliers.
- Performs other duties, as assigned, in accordance with Branch and Department objectives.

**QUALIFICATIONS**
- Successful completion of a two (2) year Community College Diploma in Business Administration or approved equivalent combination of education and experience.
- Minimum two (2) year experience with fleet operations, contract administration and maintaining data files.
- Completion of or ability to obtain a Certified Automotive Fleet Specialist (CAFS) certification/designation from the National Association of Fleet Administrators (NAFA).
- Working knowledge in utilizing and maintaining an asset management system for fleet and inventory.
- Knowledge of relevant legislation and standards including Ministry of Health Ontario Land Ambulance and Emergency Response Vehicle Standard, Occupational Health and Safety Act, Commercial Vehicle Operator’s Registration and Highway Traffic Act and appropriate equipment maintenance procedures and legislated certifications.
- Valid Ontario Class “G” driver’s licence and reliable vehicle for use on corporate business.
- Knowledge of fleet maintenance practices and processes.
- Knowledge of accounting procedures including invoice preparation, tracking, payables/receivables, purchase requisitions and contract payment certificates.
- Knowledge and demonstrated ability in corporate core competencies including customer focus, communication, collaboration and personal ownership.

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