Fleet Coordinator

Wage Range:  $29.00 – $34.00 per hour, depending on experience and qualifications

Schedule:

Monday to Friday, with flexibility required based on operational needs

Reports To:

Fleet Manager
About the Role
We are looking for a highly organized, detail-oriented, and proactive  Fleet Coordinator  to support the day-to-day operations of our equipment, fleet, and maintenance program.
This role is critical in helping keep our fleet running efficiently, minimizing downtime, and ensuring clear communication between the shop, field teams, project teams, and vendors. The Fleet Coordinator will support maintenance tracking, repairs, inspections, purchase orders, parts coordination, fuel card management, fleet system administration, and fleet documentation.
This position requires someone who is comfortable working in a fast-paced, high-accountability environment where priorities can shift quickly and follow-through is essential. The successful candidate will take ownership of tasks, stay organized, communicate proactively, and help ensure our fleet remains work-ready to support ongoing operations.
If you enjoy problem-solving, coordinating moving parts, and keeping things running smoothly behind the scenes, this role may be a strong fit for you.

Key Responsibilities
Fleet & Maintenance Coordination
Coordinate and track maintenance, repairs, inspections, and service requirements for fleet vehicles and equipment
Review pre-use inspections and identify maintenance or repair items requiring follow-up
Ensure reported deficiencies are documented, tracked, and addressed in a timely manner
Support scheduling of repairs, inspections, servicing, and preventative maintenance
Monitor equipment availability and help reduce downtime across the fleet
Assist with tracking equipment hours, usage, service intervals, and repair status
Coordinate with supervisors, operators, mechanics, and vendors to ensure equipment needs are addressed
Fuel Card Management
Manage fleet fuel cards, including issuing, tracking, cancelling, and reconciling usage
Monitor fuel card transactions for accuracy and appropriate use
Maintain organized records related to fuel cards and fuel usage
Follow up on discrepancies, missing receipts, or unusual transactions as required
Procurement & Parts Management
Create and manage purchase orders for parts, services, repairs, and maintenance-related expenses
Source and order parts from vendors in a timely and cost-effective manner
Track parts orders, backorders, delivery timelines, and vendor follow-up
Coordinate with the shop and field teams to ensure required parts and materials are available when needed
Ensure accurate documentation and cost tracking for all purchases
Support invoice review, coding, and reconciliation as required
Systems & Tracking
Monitor and manage fleet data through Samsara, including GPS tracking, diagnostics, alerts, and equipment information
Maintain accurate digital records of service history, inspections, certifications, repairs, and compliance documentation
Track equipment utilization, maintenance status, and outstanding repair items
Keep fleet records organized, current, and audit-ready
Identify gaps in tracking, documentation, or processes and support continuous improvement
Communication & Coordination
Act as a key point of coordination between the shop, field teams, project teams, vendors, and management
Follow up on outstanding repairs, service requests, inspections, and parts with vendors and internal teams
Provide regular updates on fleet status, outstanding items, and repair timelines
Escalate delays, issues, bottlenecks, or urgent repair needs proactively
Support clear communication to ensure equipment needs are understood and addressed
Compliance & Documentation
Maintain organized records for inspections, certifications, maintenance logs, repairs, and service documentation
Support compliance with company policies, safety requirements, and applicable regulatory standards
Assist with documentation required for audits, project requirements, insurance, and internal reporting
Ensure equipment and fleet files are accurate, complete, and accessible
Support safety-focused fleet practices by ensuring deficiencies and service requirements are properly documented and followed up on
What You Bring
Strong organizational skills and attention to detail
Ability to manage multiple priorities in a fast-paced environment
Clear and professional communication skills
Strong follow-up skills and a sense of urgency

Experience with purchase orders, inventory, parts ordering, fleet coordination, or maintenance administration is considered an asset
Comfortable using technology, digital tracking systems, and fleet management platforms

Experience with Samsara or similar fleet management systems is considered an asset
Ability to work collaboratively with shop, field, operations, and administrative teams
Strong problem-solving skills with a proactive, solutions-focused approach
Ability to take ownership of tasks and follow through without constant direction
Practical…