Fleet Co-ordinator

**General Accountabilities**

Reporting to the Supervisor of Maintenance & Operations, the Fleet Coordinator is responsible for overseeing the daily operation of the Motor Pool; assisting with the procurement of vehicles and equipment; maintaining accurate records of vehicle and equipment maintenance; maintaining stock inventories; ensuring that staff provide the highest quality service to other internal departments; and providing guidance and leadership to motor pool staff.

**Specific Accountabilities**

1. Coordinate the schedules of Motor Pool staff.

2. Ensure that all maintenance and repair activities meet acceptable quality standards and are properly documented including work performed by outside contractors or service providers.

3. Coordinate leasing arrangements for short duration vehicle and/or equipment needs.

4. Ensure that all preventative maintenance, inspection, and repair programs are being followed.

5. Prepare a capital replacement schedule for GRCA vehicles and equipment based on need and funding availability.

6. Coordinate with Supervisors and Managers to ensure equipment needs are being met.

7. Maintain the GRCA vehicle and equipment database and supports the GRCA Asset Management Plan for Vehicles and Equipment

8. Provide and document training and technical guidance for Motor Pool and other staff, as required.

9. Oversee motor pool operations to ensure compliance with all GRCA policies and procedures including, but not limited to, health and safety procedures with special emphasis on hazard mitigation measures, legislation, and Human Resources policies.

10. Ensure the proper management and control of parts inventories.

11. Develop standard work practices, guides and hazard control procedures.

12. Provide assistance in the investigation of collisions, vehicle equipment failures and insurance claims.

13. Coordinate maintenance and security of Motor Pool building, equipment, related storage buildings and fuel handling facilities.

14. Oversee the disposal of any or all motor pool hazardous wastes, including used motor oil, tires etc. as well as the disposal of used vehicles and equipment.

15. Coordinate fleet licensing and emission testing on all GRCA vehicles and equipment. Monitor CVOR records and maintain files required under CVOR.

16. Coordinate annual inspections for all lifting devices, loaders, jacks, stands, hoists & gantries.

17. Assist and complete the procurement for goods and services in a public procurement environment (quotes, tenders, proposals, pre-qualifications, etc) and administer contracts as required following GRCA purchasing guidelines. Coordinate various aspects of the Fleet Management System.

**Technical Accountabilities**

1. An Automotive Service Technician (310S) license is required. Additional certification as a Truck and Coach Technician (310T) license is preferred. Relevant certifications in agricultural equipment, turf equipment, heavy equipment, marine engine and small engine repair would be beneficial.

2. Minimum five years of experience as a vehicle mechanic in a service or transportation field with at least two years of coordination experience in an automotive shop environment.

3. Demonstrated knowledge of fleet vehicles, equipment and tools and related relevant legislation, codes and standards.

4. Strong mechanical and analytical ability.

5. Ability to provide direction and instruction to subordinates in a clear concise manner.

6. Valid driver’s license required.

8. Strong coordination skills with demonstrated experience with procurement, contract management, time management, project planning, organization and agreements.

9. Excellent interpersonal skills with the ability to work effectively with staff, stakeholders, vendors, suppliers, and repair shops.

10. Effective problem-solving, collaboration and negotiation skills.

11. Excellent written communication skills with demonstrated ability to prepare correspondence, technical reports, and other documents. Experience with procurement and contract administration.

12. Strong verbal communication skills with experience presenting information and making recommendations to senior staff. Demonstrated ability to communicate effectively with a broad range of stakeholders.

**Competencies and Abilities**

**Professional Judgement**

Demonstrated ability in the area of critical thinking, analysis and assessment of risk and implications, making connections of underlying issues and ownership of the outcome. Sound judgment resulting in fair, efficient and effective decision making bringing clarity and resolution to complex situations, and discretion in dealing with confidential information. Ability to carry out skillful negotiations and interest based conflict resolution. Coordinating inspections, maintenance, and repairs decisively and effectively striving for mínimal cost and disruption to individuals and operations. Ensures good value for money in all work performed by or on behalf of th