Fleet Coordinator

IKO Industries Ltd.  is a market leader in the manufacturing of roofing and building materials. IKO is a Canadian owned and operated business with production facilities worldwide and has many years of unparalleled success in the roofing materials industry. Quality, integrity, and trustworthiness are the values that underlie this success, and we have built this company by hiring people who hold these values.

People like you!

Job Description
The Fleet Coordinator supports the Fleet Manager in the day-to-day administration, coordination, and tracking of the company’s national corporate vehicle fleet. This role assists with vehicle records, and reporting across multiple provinces and operating companies.

The Fleet Coordinator plays a key role in ensuring fleet data accuracy, timely processing of requests, and consistent communication to drivers, internal departments, and external vendors, while adhering to company policies and regulatory requirements.

Compensation:  $56,000 - $65,000

Essential Job Functions

Fleet Administration & Record Management

Manage all records for active, sold, and disposed vehicles, including ownership documents, VINs, driver assignments, costs, option payments, requisitions, insurance slips, repairs, recalls, and licensing information. Maintain accurate spreadsheets and supporting documentation for audit and reporting purposes.

Vehicle Acquisition & Disposal

Coordinate the full lifecycle of vehicle purchases and sales, including:

Managing vehicle request approvals

Working with dealers to order or source vehicles

Handling trade‑ins and direct sales in compliance with Revenue Canada rules

Creating requisitions, invoices, and supporting documentation

Ensuring timely payment and proper closing of transactions

Dealer & Manufacturer Coordination

Maintain working relationships with approved dealer partners and manufacturer fleet representatives. Negotiate pricing, source vehicles for each model year, establish and maintain fleet discount programs, and monitor vehicle orders through manufacturer portals.

Requisition s, Purchase Orders & Vendor Setup

Assist in preparing and managing requisitions for all vehicle purchases, ensure proper approvals, and coordinate PO creation through internal purchasing teams. Set up new vendors by completing vendor maintenance and EFT forms, validating GST information, and coordinating with master data management teams.

Driver Support & Communication

Providing guidance on:

Vehicle options and option payments

Maintenance, repairs, warranties, and recalls

Insurance claims and rentals

Windshield repairs, accessories, tires, and approved service locations

Ticket, toll, and fine resolution

Licensing, Plates & Provincial Compliance

Ensure all vehicle plates and registrations are current across all provinces, including managing province‑specific renewal requirements. Coordinate payments, plate transfers, cancellations, and maintain original ownership documentation.

Insurance & Claims Management

Manage fleet insurance documentation and renewals, distribute insurance slips to drivers, and act as liaison with insurance providers. Open, track, and resolve claims, ensuring timely repair or replacement of vehicles.

Financial Controls & Cost Recovery

Track and reconcile option payments, reimbursements, repair taxes, toll charges, and fines. Coordinate with Accounts Payable and Credit teams to ensure funds are collected, refunded, or reimbursed correctly and on time.

Fuel Cards, Transponders & Toll Accounts

Manage fuel card programs (Shell, Petro‑Canada, Federated Co‑op), issue and track cards, educate drivers on usage, and maintain 407 transponder accounts and related tracking spreadsheets.

Policy, Process & Continuous Improvement

Maintain and update vehicle policies and forms in English and French, including vehicle request forms. Support the development of standardized processes, reporting, and online forms to improve fleet visibility, compliance, and efficiency across all operating companies.

Competencies

Administrative & Organizational Skills

High attention to detail and accuracy

Ability to manage multiple tasks, deadlines, and follow‑ups

Data Management & Reporting Skills

Ability to maintain,…