Fleet Administration Specialist

Superior Propane; Calgary; Hybrid; CAD 58,000 - 73,000; Full time

Benefits offered by this job

Competitive salary

Hybrid work options

Health benefits

Professional development

Wellness spending accounts

Maternity leave top-up

Job summary

Superior Propane in Canada is hiring a Fleet Administration Specialist to support fleet operations across the organization. The role involves maintaining vehicle records, onboarding new units, and administering data in multiple fleet systems.

The position emphasizes accuracy, collaboration with Fleet Managers and cross-functional teams, and a commitment to a safe, efficient fleet. Hybrid work options are available and benefits are offered.

Qualifications

• High school completion required. Community college diploma or equivalent training in Business Administration, Transportation, Logistics, Fleet Management, Accounting, or related field is preferred
• Minimum three (3) years of related experience in fleet administration or similar operational support role
• Experience with fleet management systems, telematics, fuel card platforms, Microsoft Excel, Outlook and Word

Responsibilities

• Maintain vehicle master records in fleet management systems with unit number, VIN, location, ownership, status, asset type, license information and fuel card data
• Coordinate new vehicle onboarding including documentation, system setup, licensing readiness and telematics
• Administer fleet data in Holman, Samsara, fuel card platforms and licensing portals
• Handle fuel card issuance, replacement, suspension, termination, and driver PIN processes
• Produce recurring fleet reports such as vehicle lists, fuel reports, mileage and licensing status
• Support vendor administration activities including setup, invoice review and payment support
• Document recurring administrative processes and assist in developing SOPs, checklists, templates and process maps

Skills

Fleet administration

Microsoft Excel

Fleet management systems

Documentation & reporting

Vendor administration

Education

High school completion

Community college diploma or related field (Business Administration, Transportation, Logistics, Fleet Management, Accounting)

Tools

Holman

Samsara

WEX

Petro-Canada or similar platforms

Job description

The Fleet Administration Specialist works closely with Fleet Managers, Operations, Finance, Procurement, Safety, external service providers, government agencies, fleet management providers, technology vendors, and regional stakeholders to support compliant, efficient, and timely fleet operations across the organization.

What we will offer you:

Culture:

Join a supportive and inclusive work environment where teamwork, respect, and open communication are at the core of everything we do.

Opportunity:

A continuous focus on professional development with many opportunities for training & career growth.

Health & Wellness:

Competitive health benefits right from the start including health & wellness spending accounts & maternity leave top-up. Access our employee assistance program for confidential counseling, mental health support, and various resources to help you navigate life’s challenges.

Competitive Compensation:

We offer a highly competitive salary package, ensuring that your hard work and dedication are recognized and rewarded accordingly.

Flexibility:

We understand the importance of work-life balance, we offer flexible hybrid work options to help you manage your personal and professional commitments.

Technology:

Work with state-of-the-art tools and technologies that empower you to excel in your role and stay at the forefront of industry trends.

Safety Focused:

We care about you and have committed to a zero-harm workplace.

*This position is open to candidates located in Calgary, AB, Cambridge, ON, and Sainte-Catherine, QC*

What you’ll do:

• Maintain accurate and complete vehicle master records in fleet management systems, including unit number, VIN, location, ownership, status, asset type, license information, fuel card information, and related documentation
• Support new vehicle onboarding by coordinating required documentation, system setup, licensing readiness, fuel card administration, telematics coordination, and in-service administration
• Administer fleet data in systems such as Holman, Samsara, fuel card platforms, licensing portals, and other fleet-related applications
• Administer fuel card issuance, replacement, suspension, termination, and driver PIN processes
• Prepare, maintain, and distribute recurring fleet reports including vehicle lists, fuel reports, mileage reports, sold vehicle lists, licensing status reports, exception reports, and other operational reporting
• Support vendor administration activities including vendor setup, documentation, invoice review, invoice coding, and payment support
• Document recurring administrative processes and support the development of fleet SOPs, checklists, templates, and process maps

What you bring:

• High school completion required. Community college diploma or equivalent training in Business Administration, Transportation, Logistics, Fleet Management, Accounting, or a related field is preferred
• Minimum three (3) years of related experience in fleet administration, transportation administration, asset administration, compliance administration, equipment administration, or a similar operational support role.
• Experience working with fleet management systems, telematics systems, fuel card platforms, Microsoft Excel, Outlook, Word, and shared document repositories. Experience with Holman, Samsara, WEX, Petro-Canada, or similar platforms is an asset.
• Working knowledge of vehicle records, licensing, registration, inspection documentation, fuel administration, vendor invoices, and fleet reporting processes.

$58,300 - $72,500 annually (based on skills, experience, qualifications, and geography).

Eligible employees may earn performance-based incentives and have access to comprehensive benefits and retirement plans with matching contributions.

This posting is a for a newly created position. We do not use AI tools in the selection process and do not request pay history.

Superior Propane is Canada’s leading and reliable propane provider. Customers have trusted the experts at Superior to fuel their homes and businesses since 1951. Customer Focus, Performance, Safety, and Winning with People are the four key values that are the foundation of everything that we do.

"Here at Superior Propane we are an equal opportunity employer committed to the inclusion and accommodation of all individuals. If you have an accommodation need during the recruitment & selection process, we encourage you to connect with us at [e-mail] to let us know how we can enhance your experience."