Fleet Administration Coordinator

Ian Martin Group; Markham; On-site; CAD 45,000 - 65,000; Full time

Job summary

Ian Martin Group is seeking a Fleet Administration Coordinator on a contract basis to support fleet management operations. You will coordinate maintenance, licensing, renewals, invoicing, and documentation while serving as the main point of contact for fleet inquiries.

The role involves reporting, data management, and collaboration with field personnel and service providers to ensure compliant, well-maintained fleet assets throughout their lifecycle.

Qualifications

• Required: High school diploma or equivalent.
• Proficiency with Microsoft Excel, SAP, and fleet management systems.

Responsibilities

• Generate, review, and analyze preventive maintenance reports and communicate requirements to drivers, garages, providers, and management.
• Monitor overdue vehicle inspections and compliance activities and inform field personnel and stakeholders.
• Coordinate vehicle administration programs including license renewals and insurance renewals.

Skills

Typing 40 wpm

Communication skills

Organizational skills

Time management

Team collaboration

Multitasking

Customer service

Education

High school diploma

Tools

Microsoft Excel

SAP

Fleet management systems

Job description

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.

Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we’re a certified B Corporation and donate 10% of our profits to charity.

We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.

In order to submit candidates for roles, our clients will sometimes require personal information to confirm the identity of applicants and their legal status to work. Raise will never ask you for personal or banking information unless you have been selected for a job. If you are ever unsure about the legitimacy of this or another job posting by Raise (or have any other questions), please contact us at [phone] or [e-mail]