Fleet Administrator; Substations Job Calgary area,Alberta Canada,Administrative/Clerical

Position: Fleet Administrator (Substations)

Our Substations team is currently looking to add a Fleet Administrator to the team, based in Calgary, AB.

Reporting to the Fleet Supervisor, this position is responsible for providing clerical and administration support for rented vehicles and equipment to the Fleet department. This includes coordinating and overseeing rentals with the assistance of fleet staff located at operating locations and on projects across Canada.

Duties and Responsibilities

Rental contract & lifecycle management:

Maintain rental contract packages (record terms in JDE equipment master, notify fleet supervisor/accounting of term changes, alert parties ahead of contract end-dates)

Manage full rental PO lifecycle in JDE

Generate POs, review open POs monthly (closing, cancelling, or extending as needed), track unit status through to return, and decide whether to return to vendor or pursue acquisition

Work with on-site fleet equipment trackers on acquisition, damages, and returns

Supplier & vendor coordination:

Communicate with rental suppliers on contract issues as directed by the fleet supervisor

Source quotes and prepare cost comparatives to support supplier selection

Assist with administrative/paperwork for supplier meetings

Damage claims:

Review vendor rental damage claims with the project team and report findings to ensure Valard is only liable for legitimate, at-fault damages

Accounting & asset coordination

Work with fleet accounting and fixed assets to communicate fleet additions, removals, and buyouts

Support quarterly rental commitment analysis to keep classification and accounting treatment accurate

JDE purchasing & work orders:

Create and close JDE purchase orders and work orders (rental and general)

Perform related receiving functions

Documentation & compliance:

Review unit binders as units enter the shop to ensure documentation is complete

Scan and file completed work orders in Fleet MFiles

Receive and distribute regulatory documents (insurance pink cards, IFTA/Prorate, permits)

Track units approaching certification expiry

Issue fuel cards

Administrative support:

Create mechanic timesheets in mVolts

Manage spreadsheets and reporting

Work with Shop Supervisors to ensure Fleet documentation and compliance items are managed

Support Fleet Support Services Management with assigned tasks and projects

Requirements

High school diploma or equivalent

3 years’ experience in an administrative support role

Knowledge of fleet dispatch and trucking regulatory environment across Canadian provinces

Experience supporting the appropriate tools, equipment, vehicles, and gear required for execution of work by operating divisions of Valard

Demonstrated computer software proficiency with Microsoft Office

Ability to work with a sense of urgency by demonstrating the ability to shift priorities to accomplish objectives

Excellent ability to clearly and effectively communicate information and clarify requirements both orally and in writing by creating reports, correspondence, contracts, requests, and other documentation

Preferred Skills / Qualifications

JD Edwards experience

Experience with project or equipment administration

Benefits

We offer a comprehensive and competitive total rewards package that incorporates a complete range of employee benefits, including a 5% RRSP matching program, to ensure you have the tools necessary to manage, maintain, and improve your health and wellbeing.

About our Business

Valard Construction is Canada’s premier utility contractor providing comprehensive EPC+ (engineering, procurement, construction) and maintenance services to utilities, independent power producers, mining, oil and gas industries and rural electric associations. We have the capabilities, knowledge, and resources to take on any project, any size, any complexity, anywhere. We are also part of Quanta Services, the largest electrical power contractor in North America.