Fleet and Maintenance Coordinator

The Fleet & Maintenance Coordinator is responsible for planning, coordinating, and overseeing the maintenance, repair, and lifecycle management of the company's heavy equipment and vehicle fleet used in civil underground utilities and heavy civil construction. This role ensures maximum equipment uptime, cost-effective maintenance practices, regulatory compliance, and strong support to field operations. This position will lead the preventative maintenance programs that align with production requirements.

Key Responsibilities

Fleet Management & Maintenance

• Coordinate and ensure timely maintenance and repair of all fleet and heavy equipment, ensuring spare equipment is available for utilization via purchased spares or rentals etc.
• Manage service schedules and implement a proactive preventative maintenance (PM) program.
• Diagnose equipment issues, determine repair priorities, and minimize downtime.
• Track warranty items, service intervals, inspections, and major component replacements.
• Maintain accurate maintenance records, logs, and equipment histories.
• Review and approve repair estimates, parts purchases, and service vendor invoices.

Operational Support

• Coordinate equipment allocation, mobilization, and demobilization to job sites.
• Work directly with superintendents and foremen to ensure equipment availability meets project needs.
• Respond quickly to equipment breakdowns and dispatch field service support.

Cost Control/Purchasing

• Audit daily rentals and provide rental updates weekly to all project teams and action urgent items immediately.
• Issue purchase orders (POs) and reconcile them for all rentals, transports, mobilizations, and purchases with reports provided by accounting.
• Audit trucking, flagging operations and fuel, ensuring all costs associated with trucking, flagging and fuel are reconciled monthly with the accounting report.
• Provide oversight on the supply chain of consumables and ensure appropriate yard/project stock levels are being maintained, purchased, and distributed. Review all bulk purchases and update Company Owner on orders over $1,000.

Compliance & Safety

• Ensure fleet compliance with CVSE, NSC, WorkSafeBC, and environmental regulations.
• Maintain documentation for commercial vehicles, including inspections, CVIPs, registrations, insurance, and GPS monitoring.
• Ensure safe work practices in the shop and yard; enforce lockout/tagout and equipment safety protocols.

Qualifications & Experience

• 2+ years of experience in fleet or maintenance management, preferably in civil construction or heavy equipment operations
• Red Seal Heavy-Duty Equipment Technician (HDET) certification or equivalent experience an asset
• Strong knowledge of hydraulic, electrical, and mechanical systems on heavy civil equipment
• Experience managing commercial vehicles under NSC standards
• Ability to read equipment manuals, schematics, and diagnostic reports
• Strong computer skills - proficient in MSOffice (Word, Excel, Outlook)
• Valid Class 5 driver's license; Class 1 or 3 considered an asset

Key Competencies

• Strong organizational and planning skills
• Problem-solving and troubleshooting ability
• Excellent communication with field teams
• High attention to detail and recordkeeping
• Ability to work under pressure and meet project timelines
• Cost-conscious decision-making

Working Conditions

• Split time between the shop, yard, and project sites
• Physical ability to inspect equipment and work around large machinery
• Occasional on-call response for urgent equipment issues

Job Types: Full-time, Permanent

Pay: $85,000.00-$110,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Application question(s):

• What are your salary expectations

Experience:

• fleet or maintenance management : 2 years (required)
• civil construction or heavy equipment operations: 2 years (required)

Licence/Certification:

• Driving Licence (required)

Work Location: In person