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Fleet/shop Administrator

4 weeks ago

Mississauga, Canada Melrose Paving Full time

Reporting directly to the Shop Manager, this position demands strong communication skills, initiative, exceptional attention to detail, accuracy, and the ability to proactively manage multiple aspects of office administration.

**Duties & Responsibilities**

**Shop & Inventory**
- Process work orders, purchase orders and invoices; including filing
- Generates purchase orders for all service and parts requirements
- Order parts, receive, stock and maintain stock level
- Maintain MSDS files and update as required

**Fleet & CVOR**
- Maintain all fleet maintenance records
- Responsible for keeping track of fleet mileage and recording of fuel purchases
- Retrieve, process and audit driver logs for completeness and accuracy
- Have one on one meetings / training sessions with drivers to review, explain inaccuracies/issues in the log entries
- Maintain logs of driver violations pertaining to hours of service via excel spreadsheet
- Follow progressive disciplinary action with HR department with non-compliant drivers
- Manage fleet documentation by ensuring all documentation is up to date relevant to the vehicles such as ownerships, plates, insurance documentation, expiry date, permits, licensing.
- Review, follow up and maintain files on infractions, claims, accidents, incidents, etc.
- Commercial Vehicle Operator Record (CVOR) Maintenance and Compliance
- Participate in full cycle driver safety meetings - brainstorming with the team, submitting information to be delivered to the drivers, presenting information, creating handouts, answering any inquiries.
- Work with and assist other departments to retrieve or relay information to fleet drivers
- Provide effective and accurate verbal and written communications between internal departments, service providers and third party vendors
- Data collection, analysis, data entry and reporting.
- Perform other duties as required

**Required Skills**:

- Knowledge of CVOR laws and regulations
- Knowledge of office administrator responsibilities, systems and procedures
- Proficiency in Microsoft Office (i.e. Word, Excel, Outlook etc.)
- Excellent time management skills, ability to multi-task and prioritize work
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills

**Experience & Qualifications**:

- Post-secondary education related to office or business administration
- Minimum of 3 years’ experience a similar administrative position
- Strong organization and administrative skill, including the ability to work independently with mínimal direction
- Strong orientation to detail
- Extensive computer skills using MS Office
- Excellent communication skills with the ability to liaise with all levels of the organization
- Ability to adapt to changing priorities in a calm professional manner
- Sound understanding of maintenance/operations procedures
- Excellent attendance and safety record and a strong safety awareness

Schedule:

- Monday to Friday

Work Location: In person