Fleet Asset Coordinator

**Job Posting**

Reporting to the Business Analyst - Asset Management & Control, the Fleet Asset Coordinator provides high quality customer service in planning, implementing, and coordinating processes that support corporate objectives related to administrative management and stewardship of all Halifax Transit Fleet assets. 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. The Fleet Asset Coordinator will ensure that preventative maintenance and warranty inspections are entered into the maintenance management system and that any issues that emerge resulting from inspections and maintenance work are documented.

**DUTIES AND RESPONSIBILITIES**:

- Create and maintain vehicle and equipment databases and maintains related files in accordance with established HRM policies and procedures.
- Develop and maintain system updates critical to the management and administration of Transit Fleet Assets, working collaboratively with departments such as Procurement and Accounting to support asset lifecycle management and surplus asset disposal
- Update and revise Preventative Maintenance (PM) forms and Parts Kits as required
- Ensure proper licenses and registrations of vehicles are maintained, including but not limited to UARB P plates, Annual plate renewals, Access Nova Scotia for Carrier license.
- Liaise and provide updates to Utility and Review Board - Motor Carrier Division on status of vehicles.
- Monitor, update and close work orders, including data entry and/or validation of labour, materials, cost recovery of work performed.
- Monitor oil/fuel analysis and results and advises Quality Analyst and Procurement accordingly
- Maintain an accurate and up-to-date tire inventory by tracking usage, replacements, and stock levels in alignment with operational requirements. Coordinates with vendors to ensure timely and accurate submission of invoices, verifies billing against inventory records and services rendered, and facilitates prompt processing and resolution of discrepancies to support seamless procurement and financial workflows
- Collaborate with Finance and Fleet teams to execute and validate daily and monthly reports, ensuring accurate general ledger postings. Ensures timely processing, maintains a complete audit trail, and investigates and resolves discrepancies or inquiries as required
- Manage the procurement of company-issued tools, ensuring timely provision for new hires and replacements in accordance with organizational standards and operational needs.
- Oversee the maintenance, tracking, and condition of company-issued tools, ensuring proper functionality and availability. Coordinates the issuance of tools to unionized employees as required per collective agreements.
- Coordinate with internal departments to verify payment details and follow up as necessary to support timely processing of fleet-related financial transactions.
- Prepare reports as required by Fleet Management team. Monitor these reports for accuracy and reasonableness prior to release
- Conduct research and gather relevant information to support special projects, ensuring accurate and timely data is provided to assist in decision-making and project success.
- Collect, organize, and compile statistical data as requested by the Supervisor to support reporting and analysis needs
- Provide training and support for new employees in SAP, Fleet Focus and maintenance management processes when assigned.

Warranty Administration:

- Perform thorough research on warranty terms, conditions and coverage for vehicles and equipment. Regularly update and verify warranty status within the maintenance management system to ensure accurate tracking of warranty.
- Act as the primary point of contact for internal teams by clearly communicating warranty policies and procedures. Provide guidance to departments such as fleet maintenance, procurement, and finance to ensure consistent understanding and proper adherence to warranty processes
- Scans warranty documentation provided by vehicle and equipment manufacturers and administers in maintenance management system ensuring all warranty records are complete, accessible, and properly linked to the corresponding assets.
- Regularly monitor the status of all outstanding warranty claims. Proactively engage with manufacturer representatives to resolve disputes and facilitate timely processing.
- Conduct detailed investigations into warranty claims that have not been settled within expected timeframes and provide a resolution.
- Monitors and proactively escalates new warranty issues as they pertain to Original Equipment