Fleet Operations Coordinator

2 days ago

Vaughan, Ontario, Canada Valard Full time

Fleet Operations Coordinator Role:

The Fleet Operations Coordinator is a vital role within Valard, responsible for providing administration and clerical support for fleet operations. Reporting to the Support Services Manager, this position will handle various tasks to ensure efficient fleet management.

Responsibilities:

  1. Maintain rental contract packages for Valard operations, updating the equipment master in JOE and informing relevant parties about contract changes and expirations.
  2. Generate JDE purchase orders under the direction of the Fleet Supervisor, ensuring timely and accurate commitments based on project requirements.
  3. Manage rental equipment purchase orders in JDE, reviewing existing orders monthly and taking actions such as closing or cancelling unnecessary orders or extending their value or term as needed.
  4. Communicate with rental suppliers on various issues, following the direction of the Fleet Supervisor.
  5. Seek rental equipment quotations and prepare comparisons to assist the Fleet Supervisor and operations in selecting the most suitable supplier.
  6. Assist the Fleet Supervisor and Fleet Accounting with rental damage claims, reviewing vendor reports with the project team and sharing findings to ensure accurate liability.
  7. Collaborate with on-site fleet equipment trackers on equipment acquisition, rental damages, and returns.
  8. Maintain and update rental equipment status in JDE, taking appropriate action on returned units to either return to vendors or consider acquisition.
  9. Support the Fleet Supervisor with meeting administration and paperwork with rental suppliers.
  10. Work closely with Fleet Accounting and Fixed Assets to ensure accurate information on new rentals, removals, purchases, and quarterly commitment analysis.
  11. Track area units for expired and soon-to-expire certifications.
  12. Generate and close work orders in JD and perform related receiving functions.
  13. Scan and add completed work orders to the Fleet MFiles vault.
  14. Review unit binders for completeness and accuracy.
  15. Issue fuel cards as needed.
  16. Collect and forward documents to the Corp Fleet group as required.
  17. Receive and coordinate distribution of time and regulatory documents.
  18. Create mechanic personnel timesheets in mVolts.
  19. Work with Shop Supervisors to manage Fleet documents and administrative tasks.
  20. Manage various spreadsheets and reporting tasks.
  21. Assist Fleet Support Services Management as needed.

Requirements and Qualifications:

The ideal candidate will possess 3-5 years of experience in office administration, with a background in Fleet operations being an asset. A college diploma or equivalent is also desirable but not necessary. Proficiency in Microsoft Office, particularly Excel, Word, and Outlook, is essential, as well as experience with JD Edwards and familiarity with fleet dispatch and trucking regulations.

Skills and Knowledge:

  • Strong computer software skills, particularly in Microsoft Office.
  • Experience with JD Edwards and fleet dispatch regulations an asset.
  • Excellent interpersonal and communication skills.
  • Ability to work independently and in a team environment.
  • Self-starter with strong organizational and time management skills.
  • Ability to maintain confidentiality and handle sensitive information.

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