Fleet Fuel Coordinator: Cost Control & Operations

We are seeking a detail-oriented Fuel Coordinator to support the administration, monitoring, and continuous improvement of our fuel card and fuel usage programs. This role plays an important operational function in controlling fuel costs, ensuring uninterrupted fleet operations, and maintaining strong financial and compliance controls across the organization.

Supporting a large Ontario fleet with national visibility, the Fuel Coordinator will work closely with Operations, Finance, and national oversight teams to monitor fuel activity, investigate irregularities, and support operational efficiency initiatives.

This role is ideal for someone who enjoys working with data, solving operational problems, and maintaining disciplined processes in a fast-paced transportation environment.

· Administer the fuel card program for drivers and equipment across Ontario and nationally when required

· Issue, cancel, replace, and update fuel cards and access levels in accordance with company policies

· Maintain accurate records of card assignments, limits, PINs, and associated drivers or equipment

· Coordinate with fuel card vendors to resolve technical, access, or billing issues

· Support driver onboarding and offboarding related to fuel access

· Ensure uninterrupted fuel access to support daily fleet operations

· Respond promptly to fuel card declines, exceptions, and urgent operational issues

· Act as the primary operational contact for terminals and drivers regarding fuel-related inquiries

· Collaborate with Operations leaders to align fuel controls with operational needs

· Support initiatives focused on fleet efficiency and operational performance

· Monitor daily, weekly, and monthly fuel spend and usage trends

· Identify anomalies, irregular activity, and potential misuse or fraud

· Prepare reports and summaries for Operations, Finance, and national oversight teams

· Assist with fuel invoice reconciliation, accruals, and variance analysis

· Support cost optimization and fuel efficiency initiatives

· Enforce fuel card policies, limits, and usage guidelines

· Support investigations into suspected misuse or non-compliance

· Maintain audit-ready documentation and program controls

· Participate in internal or external audits as required

· Recommend process improvements that strengthen controls and reduce operational risk

Required

· Experience in fleet administration, logistics, transportation, or a related operational environment

· Strong administrative and organizational skills with high attention to detail

· Ability to analyze transactional data and identify trends or irregularities

· Intermediate to advanced Microsoft Excel skills

· Ability to manage multiple priorities in a fast-paced environment

Preferred

· Experience managing fuel card programs or fleet systems

· Experience in cost monitoring, spend analysis, or fraud detection

· Exposure to multi-terminal or national fleet operations

· Experience collaborating with both Operations and Finance teams

· Operational execution and strong follow-through

· Analytical thinking and financial awareness

· Attention to detail and process discipline

· Clear and professional communication

· Integrity, accountability, and confidentiality

This role provides the opportunity to work at the center of fleet operations, helping drive cost control, operational reliability, and program integrity across a large transportation network. You will collaborate with operational leaders, finance teams, and external vendors while developing expertise in fleet operations and fuel management.