Fleet Asset Coordinator

**Job Posting**

This position is responsible for timely and accurate data entry and monitoring to ensure data integrity. The Fleet Asset Coordinator provides analysis, recommendations and implementation support for process and technology enhancements leading to improved reporting and data reliability. This position will also ensure that all warranty paperwork is properly documented and that all verifying criteria needed by the vendor/distributor are processed correctly.

**DUTIES AND RESPONSIBILITIES**
- Creates and maintains vehicle and equipment databases
- Maintains related files in accordance with established HRM policies and procedures
- Creates and maintains system links to accounting, payroll and other areas required to support the management and administration of Transit Fleet Assets such as: settlement orders, functional locations, and disposal of surplus assets
- Under guidance of the management team, creates and maintains maintenance plans and all supporting system links to facilitate planned maintenance function in accordance with vehicle/equipment manufacturer’s specifications
- Ensures proper licenses and registrations of vehicles are maintained.
- Provide updates to Utility and Review Board - Motor Carrier Division on status of vehicles
- Monitors, updates and closes work orders, including data entry and/or validation of labour, materials, cost recovery of work performed
- Monitor contracts to ensure timelines are met
- Monitors oil/fuel analysis and results and advises Quality Analyst and Procurement accordingly
- Maintains accurate tire records, as per tire contract
- In collaboration with Finance and Fleet staff, must execute and validate various reports on a daily or monthly basis in order to support accurate general ledger postings. Must ensure all processes are supported in a timely processing and full audit trail; investigates and resolves discrepancies or queries
- Responsible for purchasing company issue tools, for new hires and replacements
- Responsible for maintenance of company tools and issuing of tools to unionized employees, as required
- Converse with contracted vendor in regards to shop coat/coverall requirement, as per the Collective Agreement
- Submits cheque requests to Procurement
- Prepares reports as required by Fleet Management team. Monitors these reports for accuracy and reasonableness prior to release
- Research information required for special projects
- Compile statistical information as directed by Supervisor
- Train, monitor and evaluate new maintenance clerk employees in SAP, Fleet Focus and maintenance management processes
- Ensure Safety Regulations are applied and good housekeeping habits are maintained in the Maintenance Office

**Warranty Administration**
- Perform research on warranties and input warranty checks into maintenance management system
- Explain warranty conditions and procedures to internal departments
- Scans warranty documentation provided by vehicle and equipment manufacturers and administers in maintenance management system
- Review and follow-up on all pending claims; discuss issues raised with manufacturer representatives
- Investigate and query unpaid claims
- Monitors and proactively escalates new warranty issues as they pertain to Original Equipment Manufacturers (OEM) parts
- Maintain knowledge of various warranty programs
- Evaluate databases and complete all data entry for warranty claims and filing
- Prepare and maintain warranty documents according to distributor and manufacturer requirement
- Monitor all body shop claims for risk and insurance
- Coordinate with finance department the settlement of all warranty claims

**QUALIFICATIONS**
**Education and Experience**:

- Grade 12 and successful completion of a recognized business course, ideally in business administration.
- Minimum of one year of accounting experience or accounting related work experience
- Minimum of one year experience in a fleet maintenance environment, and experience in the use of a maintenance management system is preferred
- Excellent written and verbal communication skills

**Technical/Job Specific Knowledge and Abilities**:

- Strong data entry skills.
- Knowledge of SAP PM module and maintenance management systems highly desired.
- Thorough knowledge of HRM policies and procedures as well as collective agreements
- Thorough knowledge of fleet maintenance work order procedures.
- Must be extremely detail oriented.

**WORKING CONDITIONS**
**Environmental Demands**:

- Indoor garage environment, diesel fumes, dust and soot, paint fumes and high noise levels.

**Psychological Demands**
- Intense visual concentration required when working on computer.
- Tendency to have high volume of interruptions.

**Security Clearance Requirements**:Applicants may be required to complete an employment security screening check.

**COMPETENCIES**:Communication, Customer Service Orientation, Organization & Planning, Teamwork, Cooperation, Valuing Diversity.

**WORK STATUS