Fleet Administrator

Schedule: Monday to Friday, 8:00 am to 4:30 pm - (1/2-hour lunch)
Location: Kamloops Corporate Office
Reports to: Fleet Manager
Department: Fleet & Logistics
Salary: $55,000 - $65,000 Annually

Big Country Equipment Repair Ltd. (“Big Country”) is headquartered in Kamloops, BC, and is a heavy equipment service, maintenance, and repair company supporting clients in the mining, construction, forestry, and oil & gas sectors across Canada. Since 2017, Big Country has grown from a one-truck operation to over 180 employees, over 50 fully equipped service trucks and 40 light vehicles. We are a trusted partner in the industry, known for our commitment to safety, reliability, and quality service.

The Fleet Administrator supports the Fleet Manager in the day-to-day administration, tracking, maintenance coordination, and forward planning of a mixed fleet of 50 heavy service trucks and 40 light vehicles.

This role supports the operational backbone of the fleet function: keeping records accurate, ensuring assets are road-ready and compliant, scheduling preventive maintenance, coordinating with vendors and drivers, and producing reports that drive fleet decisions.

The Fleet Administrator works closely with the Fleet Manager to translate plans into action and to flag risks, costs, and opportunities for optimization.

• Maintain the fleet management system (FMS/telematics) as the single source of truth for all 90 assets, including registrations, ownership, assignment, mileage/hours, and lifecycle status.
• Monitor GPS/telematics data daily; investigate anomalies (idling, off-route activity, unauthorized use, harsh driving events) and elevate as appropriate.
• Track fuel card transactions, reconcile against odometer/hour readings, and flag exceptions for the Fleet Manager.
• Maintain accurate vehicle files: title, registration, insurance, inspection certificates, warranties, lease/finance documents, and disposal records.
• Issue, track, and recover fleet-related assets (keys, fobs, fuel cards, toll transponders, GPS units, PPE, manuals).

• Schedule preventive maintenance (PM) for the heavy fleet (50 service trucks) per OEM intervals and regulatory requirements, minimizing operational disruption.
• Schedule PMs, tire rotations, and seasonal changeovers for the light-vehicle fleet (40 units).
• Open, dispatch, and close work orders with internal shops and external vendors; verify scope, parts, labour, and invoices before approval.
• Track repair status, estimated completion, and downtime; communicate updates to drivers, supervisors, and the Fleet Manager.
• Maintain an inventory log of parts and consumables (filters, fluids, tires, wear items) and trigger reorders when stock falls below minimum thresholds.
• Coordinate roadside assistance, towing, and emergency repairs after hours when on call.

• Track and renew vehicle registrations, insurance, CVIP/commercial vehicle inspections, dangerous goods certifications, and applicable permits before expiry.
• Assist in incident and accident administration: collect reports, photos, and statements; open insurance claims; track repair and claim status to closure.
• Support internal and regulatory audits by preparing and presenting required documentation.

• Help the Fleet Manager build and maintain the rolling fleet replacement and capital plan, using age, mileage/hours, maintenance cost, and utilization data.
• Obtain quotes for vehicles, upfits, parts, and services; prepare comparative summaries and purchase requisitions.
• Coordinate vehicle onboarding (decals, upfit, telematics install, plates, fuel card setup) and offboarding (de-identification, data wipe, disposal/auction).
• Maintain vendor records: rates, performance, warranty terms, and service-level expectations.

• Produce weekly and monthly reports on utilization, downtime, maintenance spending, fuel consumption, and KPI performance for the Fleet Manager.
• Track total cost of ownership (TCO) per asset and per asset class; surface high-cost or chronically out-of-service units.
• Maintain the fleet dashboard (PM compliance %,…