Fleet Administrator

Valard Group; Calgary; On-site; CAD 42,000 - 56,000; Full time

Benefits offered by this job

5% RRSP matching

Job summary

Valard Construction in Calgary, AB is seeking a Fleet Administrator to provide clerical support for rented vehicles and equipment. The role reports to the Fleet Supervisor and coordinates rentals with fleet staff across Canada.

Key duties include managing rental contracts in JDE, generating POs, tracking unit status, supplier coordination, and handling documentation and compliance. Strong MS Office skills and clear communication are essential.

Qualifications

• Must have strong MS Office skills and the ability to communicate clearly.
• Experience in fleet or equipment administration is preferred.
• Ability to manage multiple priorities with accuracy and urgency.

Responsibilities

• Maintain rental contract packages and track terms in JDE.
• Generate and manage POs, review open POs monthly, and monitor units.
• Coordinate with on-site fleet staff on acquisitions, damages, and returns.
• Communicate with suppliers on contract issues and prepare cost comparisons.
• Review damage claims with project teams to ensure proper liability.
• Coordinate fleet additions/removals with accounting and assets.
• Create and close JDE purchase/work orders and handle receiving.
• Review and file regulatory documents and track certification expiry.

Skills

Microsoft Office Proficiency

Communication Skills

Prioritization

Fleet Knowledge

Contract Administration

Education

High school diploma or equivalent

Tools

JD Edwards

Job description

Our Substations team is currently looking to add a Fleet Administrator to the team, based in Calgary, AB.

Reporting to the Fleet Supervisor, this position is responsible for providing clerical and administration support for rented vehicles and equipment to the Fleet department. This includes coordinating and overseeing rentals with the assistance of fleet staff located at operating locations and on projects across Canada.

Duties and Responsibilities

Rental contract & lifecycle management:

• Maintain rental contract packages (record terms in JDE equipment master, notify fleet supervisor/accounting of term changes, alert parties ahead of contract end-dates)
• Manage full rental PO lifecycle in JDE
• Generate POs, review open POs monthly (closing, cancelling, or extending as needed), track unit status through to return, and decide whether to return to vendor or pursue acquisition
• Work with on-site fleet equipment trackers on acquisition, damages, and returns

Supplier & vendor coordination:

• Communicate with rental suppliers on contract issues as directed by the fleet supervisor
• Source quotes and prepare cost comparatives to support supplier selection
• Assist with administrative/paperwork for supplier meetings

Damage claims:

• Review vendor rental damage claims with the project team and report findings to ensure Valard is only liable for legitimate, at-fault damages

Accounting & asset coordination

• Work with fleet accounting and fixed assets to communicate fleet additions, removals, and buyouts
• Support quarterly rental commitment analysis to keep classification and accounting treatment accurate

JDE purchasing & work orders:

• Create and close JDE purchase orders and work orders (rental and general)
• Perform related receiving functions

Documentation & compliance:

• Review unit binders as units enter the shop to ensure documentation is complete
• Scan and file completed work orders in Fleet MFiles
• Receive and distribute regulatory documents (insurance pink cards, IFTA/Prorate, permits)
• Track units approaching certification expiry
• Issue fuel cards

Administrative support:

• Create mechanic timesheets in mVolts
• Manage spreadsheets and reporting
• Work with Shop Supervisors to ensure Fleet documentation and compliance items are managed
• Support Fleet Support Services Management with assigned tasks and projects

• High school diploma or equivalent
• 3 years’ experience in an administrative support role
• Knowledge of fleet dispatch and trucking regulatory environment across Canadian provinces
• Experience supporting the appropriate tools, equipment, vehicles, and gear required for execution of work by operating divisions of Valard
• Demonstrated computer software proficiency with Microsoft Office
• Ability to work with a sense of urgency by demonstrating the ability to shift priorities to accomplish objectives
• Excellent ability to clearly and effectively communicate information and clarify requirements both orally and in writing by creating reports, correspondence, contracts, requests, and other documentation

Preferred Skills / Qualifications

• JD Edwards experience
• Experience with project or equipment administration

We offer a comprehensive and competitive total rewards package that incorporates a complete range of employee benefits, including a 5% RRSP matching program, to ensure you have the tools necessary to manage, maintain, and improve your health and wellbeing.

About our Business

Valard Construction is Canada’s premier utility contractor providing comprehensive EPC+ (engineering, procurement, construction) and maintenance services to utilities, independent power producers, mining, oil and gas industries and rural electric associations. We have the capabilities, knowledge, and resources to take on any project, any size, any complexity, anywhere. We are also part of QuantaServices, the largest electrical power contractor in North America.

Valard Construction is an equal opportunity employer.

* Depending on qualifications, the successful candidate may be offered a position at a more appropriate level.

* Applicants must have legal authorization to work in Canada with no restrictions.

* Valard Construction is committed to providing employment opportunities to all qualified individuals, without regard to race, religion, age, sex, color, national origin, sexual orientation, gender identity, veteran status, or disability. Accommodation for applicants with disabilities is available on request during the recruitment process.

* We do not use automated tools to screen applications. All hiring decisions involve human review. This job posting is for an existing vacancy.