Vehicle Program Administrator

Our Story and Why We're Growing
We are proud to announce the launch of Volkswagen Group's largest cell factory, PowerCo, in St. Thomas. This is more than just a job – it's a unique opportunity to shape the future of sustainable energy. Join us as we ramp up operations and help build a world-class company.

At PowerCo, we believe in fostering an environment where ambition meets collaboration, and where flexibility and creativity thrive. You'll be part of a diverse, talented team that is shaping the future of battery production. You'll have the chance to advance your career while working alongside passionate colleagues who share a vision of making a lasting impact on the world.

Are you ready to be part of something exciting? Power up your career with us

About The Role
The Temporary Vehicle Program Administrator will support the Corporate Vehicle Services team by providing coverage during a staff leave and contributing to the enhancement of vehicle program administration, workflows, policies, and processes. While prior experience in vehicle services is an asset, it is not required. The ideal candidate is a detail-oriented, proactive professional with strong administrative, communication, and customer service skills, capable of driving process improvements and ensuring operational excellence.

This is an on-site position at our St. Thomas location.

This role is intended to be filled through a third-party staffing agency for a 6-month term, with potential for extension. To support onboarding, the successful candidate will begin on a temporary contract directly with our organization before transitioning to the agency. The role, responsibilities, and reporting structure will remain consistent throughout, ensuring a smooth and stable experience.

Key Responsibilities

• Administrative Support
• Provide day-to-day administrative support for vehicle program operations, including scheduling, documentation, and coordination of vehicle ordering, deliveries, inspections, returns.
• Assist with key & fuel card management.
• Maintain accurate records in the vehicle tracking system and ensure timely updates for all vehicle asset stages.
• Process Improvement
• Review and assess current workflows and identify opportunities for efficiency, accuracy, and compliance.
• Support the development and implementation of improved processes for vehicle ordering, delivery, surrender.
• Collaborate with internal stakeholders to design and document new procedures and tools.
• Policy & Documentation
• Create and update desk instructions, policy manuals, and training materials for vehicle custodians and internal users.
• Ensure documentation is clear, current, and aligned with company policies and provincial regulations.
• Assist in developing ordering guides and compliance tools for internal departments.
• Assist keeping the information up to date on the intranet.
• Customer Service & Communication
• Deliver excellent customer service by responding to inquiries related to vehicle orders, deliveries, and returns.
• Liaise with internal fleet custodians regarding vehicle accidents, repairs, and surrender procedures.
• Communicate professionally with internal departments and external vendors to ensure smooth operations.
• Data Management & Reporting
• Monitor and analyze vehicle inventory stages and key performance indicators (KPIs) to optimize vehicle life cycle management.
• Assist in preparing reports and presentations for the internal use.
• Compliance & Accountability
• Ensure adherence to company policies, processes, and budget guidelines.
• Take ownership of assigned tasks and follow through to completion with a high level of accuracy and attention to detail.
• Collaboration & Support
• Work closely with the Company Vehicle Program Specialist and other team members to support ongoing operations and improvements.
• Provide backup support for vehicle ordering process, customer service, and vehicle deliveries.
• Participate in team meetings and contribute to departmental goals and initiatives.
• System & Technology Use
• Once Company Vehicle Tracking System is implemented, serve as a system user, ensuring accurate data entry and reporting.
• Maintain and update system configurations for new vehicle models and pricing.
• Participate in IT system updates, provide feedback, and support testing and implementation of system improvements.

What You Bring To The Team

• Diploma or degree in Business Administration, Office Administration, or a related field preferred
• Experience in vehicle services, fleet management, or dealership operations is a strong asset but not required.
• 1–3 years of experience in an administrative or process improvement role.
• Strong attention to detail, accuracy, and organizational skills.
• Excellent written and verbal communication abilities, fluency in English.
• Proven ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite, especially Excel; experience with database systems
• Customer service-oriented mindset with a proactive approach to problem-solving.
• Ability to work independently and collaboratively in a fast-paced environment.

Power Perks

• Attractive Remuneration: We offer a competitive and attractive remuneration that reflect your skills, experience, and contributions.
• Opportunities for development
• Opportunities to participate in exciting company events that give back to the community.
• This is a flex hybrid work structure, where employees can work both remotely and on-site. However, please note all hybrid work arrangements are subject to the terms and conditions of our hybrid work policy as may be amended from time to time.

Please note that we appreciate the interest of all candidates, however only those under consideration will be contacted.

We believe that the best results are created in a diverse and inclusive environment.

Therefore, all qualified applications will be considered for employment regardless of age, race, religion, gender (identity), sexual orientation, national origin or disability.

PowerCo Canada Inc. is committed to providing accommodations for people with disabilities including during the application process. If you require an accommodation because of a disability, we will work with you to determine what reasonable accommodation may be available to meet your needs whether it be as an applicant or an employee. Applicants need to make their needs known in advance. If you are selected for an interview and require an accommodation, you are encouraged to advise the Recruiter who will consult with you to determine an appropriate and reasonable accommodation.