Operations & Fleet Coordinator

Job Title: Operations & Fleet Coordinator

Department: Operations

Location: Milton, Ontario

Job Type: Full-Time

Reports To: General Manager

Position Overview

Ready Machinery & Equipment (Canada) Inc. is a trusted industry leader known for its expertise in heavy machinery moving, rigging, transport, storage, and industrial-equipment installation, delivering safe, reliable, and turnkey solutions to clients across Canada. We are seeking an Operations & Fleet Coordinator to support daily operations, ensure fleet and equipment readiness, and maintain seamless communication across sales, project management, field, and shop teams. The ideal candidate is highly organized, detail-oriented, and tech-savvy, thriving in a fast-paced industrial environment and committed to driving efficiency and operational excellence.

Key Responsibilities

Scheduling & Dispatching

• Schedule daily work for crews, trucks, cranes, and equipment.
• Dispatch field staff and equipment, ensuring resources are allocated effectively.
• Quickly adapt to operations and dispatching software; must be tech savvy and comfortable with digital tools.
• Use Excel to track scheduling, fleet activity, labour hours, and operational data.
• Identify opportunities to increase efficiency through innovation, improved workflows, or technology.

Fleet Coordination & Maintenance

• Arrange and coordinate fleet maintenance with shop staff and external vendors.
• Manage and track all regulatory and compliance requirements, including:
• CVOR documentation and compliance
• IRP plates and renewals
• Insurance slips and renewals
• Vehicle and trailer licensing updates
• Oversee Hours of Service inputs for all drivers and review for compliance
• Maintain truck binders with accurate and current documents.
• Coordinate IFTA annual stickers for IRP tractors.
• Oversee maintenance and inspections of rigging and safety equipment (e.g., harnesses, slings, chains, rigging gear).
• Keep detailed logs of equipment servicing, certifications, and inspection intervals.

Samsara & Driver Compliance

• Monitor and manage drivers' hours of service within Samsara.
• Ensure proper logging—drivers logging in and out correctly and consistently.
• Review alerts, reports, and compliance flags to maintain safety standards.

Operations Support & Communication

• Support project managers with capacity planning and coordination of manpower and equipment.
• Act as the main point of communication between sales, operations, and field crews.
• Communicate day-to-day updates, changes, and job requirements promptly to all stakeholders.
• Prepare work orders, job packages, and documentation as needed.
• Monitor job progress and adjust schedules as required.

Teamwork & Organizational Excellence

• Work collaboratively with office staff, shop personnel, project managers, and field crews.
• Maintain a highly organized workflow, keeping scheduling, documentation, and compliance records up to date.
• Demonstrate strong problem-solving skills, adaptability, and a proactive approach to challenges.
• Contribute to a positive team environment and support continuous improvement efforts.

Qualifications & Skills

• Experience in rigging, machinery moving, transportation, construction, or industrial services (preferred).
• Strong understanding of Ontario MTO regulatory requirements (CVOR, IRP, IFTA, oversize load permitting & HOS).
• High level of computer proficiency—especially Excel, scheduling tools, and fleet management systems (e.g., WrightPlan).
• Experience with Samsara or similar fleet compliance platforms is an asset.
• Excellent communication and interpersonal skills.
• Strong organizational skills with the ability to multitask and shift priorities quickly.
• Valid Ontario driver's license.
• AZ or DZ license considered an asset.
• Forklift experience considered an asset.
• Mechanical aptitude or familiarity with heavy equipment and rigging gear is a plus.

Why Join Our Team

• Competitive compensation and benefits.
• Opportunity to grow within a specialized, high-demand industry.
• Supportive work environment and a collaborative team.
• Hands-on role with meaningful impact on day-to-day operations.