Equipment Administrator

5 days ago


Concord, Canada DEG Services Full time

The **Equipment Administrator** plays a critical role in managing financial and operational processes related to fleet and equipment administration. This position is responsible for ensuring accurate and timely accounts payable activities, payroll assistance, and invoice processing, while also handling fleet and equipment operational tasks such as fuel tracking, fleet maintenance coordination, and vehicle upfitting. The Equipment Administrator serves as a vital liaison between the accounting department, vendors, and internal teams to maintain efficient workflows and compliance with company policies.

Accounts Payable Responsibilities
- Accounts Payable: Process invoices, reconcile statements, and manage payments for vendors including Toromont Payables.
- Payroll: Assist with payroll processes to ensure timely and accurate disbursement of employee wages.
- Invoice Processing: Manage the end-to-end invoice process, including tracking, approval, and filing.
- Statement Reconciliation: Regularly reconcile vendor statements to ensure account accuracy.
- Liaise with Accounting Department: Work closely with the accounting team to maintain accurate records and ensure smooth financial operations.
- Fuel Summary & Tracking: Track fuel deliveries and prepare internal fuel summaries, ensuring timely distribution of fuel cards.
- Labour Summary: Prepare and manage labor summaries for internal and external reporting purposes.
- Float Summary: Manage float summaries, keeping accurate records for internal use.
- Issue Fuel Cards & Gate Passes: Oversee the issuance of fuel cards and gate passes to employees and contractors.
- Purchase Orders: Generate and manage purchase order numbers (PO#s) for vendors such as Kal Tire, North Seven, and others.

Operational Responsibilities
- Mobile Washing: Schedule and manage the cleaning and mobile washing of the fleet to maintain equipment appearance and functionality.
- Fleet Tracking: Monitor incoming new vehicles, track the sale of old vehicles, and maintain a log of spare vehicles in the fleet.
- A/C Installation and Repair: Arrange for the installation and repair of air conditioning systems in vehicles and heavy equipment as needed.
- Vehicle Upfitting: Work with vendors to coordinate the upfitting of new vehicles with necessary equipment and accessories before they are deployed into the fleet.
- Jobsite Fuel: Track and Coordinate fuel deliveries to jobsites, update schedule, and reroute drivers when necessary
- Miscellaneous: Any other responsibilities deemed to be administrative in relation to shop and Equipment


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