Fleet Coordinator

Job Title: Fleet Coordinator Location: Calgary, Alberta
Reports To: HSE Manager
Department: Operations

The Fleet Coordinator must be able to manage safety-sensitive records, maintain audit-ready compliance systems, support drivers and mechanics, monitor CVIP and maintenance requirements, and ensure our fleet program meets National Safety Code requirements at all times.

We are looking for a highly organized, experienced, and accountable professional who can identify gaps, correct issues, improve systems, and confidently manage the details required to keep our vehicles, equipment, drivers, shop, and records compliant, safe, and operational.

• Fully covered medical, dental, and vision insurance after successfully completing probationary period to keep you and your family protected.
• Earn 3 full weeks of accrued paid vacation time to relax, travel, and recharge throughout the year.
• Dedicated paid sick days and paid company holidays so you can take care of yourself and spend time with family.
• Be part of an innovative, expanding company where your work directly impacts our logistics success and your career can grow alongside us.

• The Fleet Manager / Shop Manager will be responsible for managing the company's fleet, shop operations, vehicle and equipment maintenance program, warehouse inventory, driver and vehicle compliance records, CVIP tracking, NSC requirements, inspections, audits, vendors, and related documentation.
• The successful candidate must have strong experience with National Safety Code compliance, commercial vehicle maintenance, CVIP requirements, driver files, preventative maintenance programs, and fleet audit readiness.
• This is not an entry-level fleet coordinator position. We need someone who can lead the program, take ownership, stay ahead of deadlines, and ensure our fleet, shop, drivers, and documentation are always organized and compliant.

• Manage daily fleet operations, including company vehicles, commercial vehicles, trailers, equipment, and related assets.
• Coordinate vehicle and equipment assignments, maintenance schedules, inspections, repairs, servicing, and readiness.
• Oversee shop operations, maintenance workflow, tools, parts, supplies, equipment, and general organization.
• Ensure vehicles, trailers, and equipment are safe, roadworthy, properly documented, and available for operations.
• Monitor fleet utilization, equipment performance, repair trends, recurring issues, downtime, and overall fleet reliability.
• Coordinate with drivers, mechanics, vendors, inspectors, dealerships, and management to resolve maintenance and compliance issues quickly and effectively.
• Support vehicle procurement, disposal, replacement planning, and fleet inventory control.
• Maintain a clean, safe, organized, and productive shop and warehouse environment.

• Administer and maintain the company's National Safety Code compliance program.
• Ensure fleet operations comply with applicable federal and provincial transportation regulations.
• Track and maintain CVIP inspections, registrations, permits, insurance, maintenance records, repair orders, vehicle binders, and inspection documentation.
• Monitor compliance deadlines and ensure all required documents are current, complete, and accessible.
• Maintain organized systems for NSC records, fleet files, driver files, maintenance files, inspection reports, permits, and audit documentation.
• Prepare for, coordinate, and respond to NSC audits, regulatory inspections, internal reviews, and compliance requests.
• Conduct internal compliance reviews, spot checks, file audits, and mock audits to ensure the company remains audit-ready.
• Monitor carrier profile performance, violations, inspections, defects, incidents, and corrective actions.
• Identify compliance gaps, recommend solutions, and implement improvements to reduce risk and strengthen the fleet program.

• Maintain complete and current driver qualification files.
• Track driver licences, abstracts, training records, driver authorizations, competency records, and related documentation.
• Obtain and review driver abstracts as required, including new-hire, periodic, and post-incident or post-violation reviews.
• Monitor driver compliance requirements and follow up on missing, expired, or incomplete documentation.
• Support driver orientation, coaching, safety meetings, toolbox topics, and transportation-related training.
• Ensure drivers are properly qualified and authorized for the vehicles and equipment they operate.

• Monitor Hours of Service compliance and supporting documentation.
• Review Geo Tab / ELD records, reports, alerts, and violations.
• Investigate Hours of Service issues and coordinate coaching or corrective actions when required.
• Use telematics and fleet data to identify trends, risks, inefficiencies, maintenance concerns, and opportunities for improvement.
• Maintain…