Fleet Coordinator

Overview

Fleet Coordinator

Location:

Kamloops, BC

Status:
Permanent, Full-time

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

• Strong organizational skills and attention to detail
• Ability to manage multiple priorities in a quick-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 understanding of equipment, vehicles, maintenance, or construction operations is considered an asset
• Ability to remain calm, organized, and skilled when priorities shift

• Previous experience in fleet coordination, maintenance administration, parts coordination, procurement, dispatch, or a related role is preferred
• Experience in construction, civil works, mining, transportation, equipment rental, or heavy industry is considered an asset
• Proficiency with Microsoft Office, Outlook, Excel, and digital tracking systems
• Experience with purchase orders, invoices, vendor coordination, and basic cost tracking is preferred
• Valid Class 5 driver's licence is preferred
• Must be eligible to work in Canada

• 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

• Office-based role in Kamloops, BC, with regular communication with shop and field teams
• Occasional visits to shop, yard, or project locations may be required
• Fast-paced environment with competing priorities and time-sensitive operational needs
• May require occasional…