Fleet Administration Coordinator

Ian Martin Group; Golden Horseshoe; On-site; CAD 42,000 - 56,000; Full time

Job summary

Ian Martin Group is seeking a Fleet Administration Coordinator to support fleet operations in Markham, ON. The role focuses on coordinating vehicle maintenance, administration, and reporting while serving as a point of contact for fleet inquiries.

You will work closely with drivers, service providers, and management to ensure vehicles are compliant, well-maintained, and effectively managed throughout their lifecycle. The contract runs for 12 months and onsite requirements apply.

Qualifications

• High school diploma or equivalent with relevant experience.
• Proficiency with computers and ability to learn Excel, SAP, and fleet systems quickly.
• Typing speed of 40 wpm or faster.
• Excellent verbal and written communication with diverse stakeholders.
• Strong organizational, coordination, and time management skills.
• Ability to interpret and apply company policies and procedures.
• Ability to work collaboratively and independently as needed.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Strong customer service and problem-solving capabilities.

Responsibilities

• Generate, review, and analyze preventive maintenance reports and communicate requirements to drivers and providers.
• Monitor overdue inspections and compliance-related activities with field personnel and stakeholders.
• Coordinate vehicle administration programs including license and insurance renewals.
• Source, track, and process fleet-related invoices and records.
• Respond to and resolve fleet-related issues with the Fleet Team and other stakeholders.
• Maintain up-to-date fleet records in electronic and hard-copy formats.
• Prepare and distribute fleet data, reports, and performance information to internal clients.
• Liaise with field personnel, service providers, garages, and vendors for fleet operations.
• Provide administrative support to fleet leadership and supervisory staff.
• Manage fleet inquiries via phone and email with timely, professional responses.
• Support continuous improvement initiatives and participate in special projects.

Skills

Typing speed 40 wpm

Verbal and written communication

Organizational skills

Time management

Customer service

Problem-solving

Team collaboration

Independent work

Attention to detail

Policy interpretation

Education

High school diploma

Tools

SAP

Fleet management systems

Microsoft Excel

Job description

Fleet Administration Coordinator

• Contract Length: 12 Months
• Work Type: Onsite
• Location: Markham, ON

Raise is currently hiring a contract team member on behalf of our client. They’re expanding their team to meet growing needs, making this a unique opportunity to work with an industry leader.

Job Overview

The Fleet Administration Coordinator supports the efficient operation of the fleet management program through the coordination of vehicle maintenance, administration, reporting, and customer support activities. This role serves as a key point of contact for fleet-related inquiries and works closely with drivers, internal stakeholders, service providers, and management to ensure vehicles remain compliant, properly maintained, and effectively managed throughout their lifecycle.

Key Responsibilities

• Generate, review, and analyze preventive maintenance reports, communicating maintenance requirements to drivers, internal garages, external service providers, and management.
• Monitor and communicate overdue vehicle inspections, critical maintenance requirements, and compliance-related activities to field personnel and stakeholders.
• Coordinate vehicle administration programs, including annual license renewals, insurance renewals, vehicle additions and removals, and supporting documentation.
• Source, track, and process fleet-related invoices and administrative records.
• Respond to and resolve fleet-related issues, collaborating with Fleet Team Leads, Fleet Analysts, and other internal stakeholders as required.
• Maintain accurate and up-to-date fleet records and documentation in both electronic and hard-copy formats.
• Prepare and distribute fleet data, reports, and performance information to internal clients and management.
• Liaise with field personnel, fleet service providers, garages, and vendors to support ongoing fleet operations.
• Provide administrative and clerical support to fleet leadership and supervisory staff.
• Manage and respond to fleet inquiries received through dedicated phone and email channels, ensuring timely and professional customer service.
• Support continuous improvement initiatives and assist with special projects as assigned.
• Perform other related duties as required.

Qualifications

• Required:
  • High school diploma or equivalent combination of education and experience.
  • Strong proficiency in a computerized work environment, with experience using or the ability to quickly learn applications such as Microsoft Excel, SAP, and fleet management systems.
  • Minimum typing speed of 40 words per minute.
  • Excellent verbal and written communication skills, with the ability to communicate effectively and professionally with a variety of internal and external stakeholders.
  • Strong organizational, coordination, and time management skills with a high attention to detail.
  • Ability to interpret and apply company policies, procedures, and operational guidelines.
  • Demonstrated ability to work collaboratively within a team environment while also managing responsibilities independently.
  • Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
  • Strong customer service and problem-solving capabilities.
  • Ability to work responsibly and effectively under both direct and indirect supervision.
• Preferred
  • Previous experience in fleet administration, transportation, logistics, vehicle maintenance coordination, or a related administrative role.
  • Experience working with fleet reporting, compliance tracking, maintenance scheduling, and vendor coordination.
  • Familiarity with enterprise resource planning (ERP) systems and fleet management platforms is considered an asset.