Fleet Administrator

BOXX Modular (Canada); Edmonton; On-site; CAD 42,000 - 58,000; Full time

Job summary

BOXX Modular (Canada) is hiring a Fleet Administrator in Edmonton for a full-time, in-office role. You will coordinate servicing with external vendors, manage fleet inventory, and perform inspections, ensuring accurate records and timely deployment of fleet units.

The ideal candidate is highly organized with experience in fleet logistics, strong communication skills, and proficiency in MS Excel and ERP systems. This position offers stability and a collaborative work environment.

Qualifications

• High school diploma required; post-secondary education in Business Administration, Logistics, Transportation, or a related field is an asset.
• 2+ years of experience in an administrative, fleet coordination, logistics, transportation, or operations support role.
• Experience coordinating vendors, transportation providers, and customer schedules.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Proficient with Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Experience working with ERP, fleet management, inventory management, or dispatch systems is considered an asset.
• Strong attention to detail with the ability to maintain accurate records, reports, POs, and BOLs.
• Excellent verbal and written communication skills with a customer-service mindset.
• Ability to work independently while collaborating effectively with internal teams, customers, and external vendors.

Responsibilities

• Maintain and manage the transportation calendar, coordinating with vendors for transportation, installation, and dismantling of fleet units; prepare and issue all required POs and BOLs.
• Communicate with customers and transportation vendors to coordinate daily scheduling and ensure timely movement of fleet units.
• Maintain and update the Fleet Activity Report, documenting all fleet movements and activities.
• Coordinate billing activities with the Customer Administration (CA) team.
• Coordinate transportation of fleet units from manufacturers to the branch, including tracking shipments and preparing POs and BOLs.
• Manage and update new fleet production schedules, including offline dates, to ensure coordinated transportation.
• Ensure transportation companies receive all required documentation prior to shipment.
• Follow up with transportation providers to ensure BOLs are returned fully completed and signed.
• Monitor warranty-related items and coordinate with manufacturers to address issues promptly.
• Monitor daily fleet activity and verify movements align with the schedule.
• Prepare monthly, quarterly, and annual fleet reports, including fleet count and water intrusion reports.
• Periodic travel to remote fleet yards and other office locations, as required.
• Support Fleet and Materials Inventory Maintenance with accurate records.
• Conduct QC inspections on trailers prior to outbound transportation.
• Process AFT requirements and maintain records of fleet asset transfers between branches.

Skills

Organization

Time Management

Customer Service

Communication

Problem Solving

Attention to Detail

Independent Work

Travel

Education

High School Diploma

Business Administration

Logistics

Transportation

Tools

Excel

Outlook

Word

ERP Systems

Fleet Management Software

Dispatch Systems

Inventory Management

Job description

BOXX Modular (Canada) rents, leases and sells temporary and permanent modular buildings, including standard buildings ready for immediate delivery and custom-designed solutions. We work with our customers to design and deliver customized solutions, and provide additional services such as delivery and installation, furniture rentals and other add-ons.

We offer a career, not a job in an environment known for strength, flexibility and brilliance. Like a diamond we look for people who will grow stronger and shine brighter in a fast pace and challenging environment.

We are hiring for a full-time Fleet Administrator in Edmonton. This role is 100% in office.

Reporting to the Branch Manager, the Fleet Administrator will be responsible for coordinating servicing and maintenance with external vendors, managing our fleet inventory, and performing inspections, among other duties. This role will require administrative work inside, as well as inspection work outdoors in all weather. Our fleet assets include rentable and leasable relocatable modular structures.

The ideal candidate

is a highly organized and detail-oriented professional with experience in fleet, logistics, or transportation coordination, who excels at managing multiple priorities, building strong vendor relationships, and ensuring fleet assets are tracked, maintained, and deployed efficiently.

Duties And Responsibilities

• Maintain and manage the transportation calendar, coordinating with vendors for the transportation, installation, and dismantling of fleet units departing from and returning to the branch. Prepare and issue all required Purchase Orders (POs) and Bills of Lading (BOLs).
• Communicate with customers and transportation vendors to coordinate daily scheduling and ensure timely movement of fleet units.
• Maintain and update the Fleet Activity Report, ensuring all fleet movements and activities are accurately documented.
• Coordinate billing activities with the appropriate Customer Administration (CA) team.
• Coordinate the transportation of fleet units from manufacturers to the branch, including tracking shipments and preparing the necessary POs and BOLs.
• Manage and update new fleet production schedules, including offline dates, to ensure transportation arrangements are planned and coordinated accordingly.
• Ensure transportation companies receive all required documentation and paperwork prior to shipment.
• Follow up with transportation providers to ensure all BOLs are returned fully completed and signed.
• Monitor warranty-related items and coordinate with manufacturers to ensure issues are addressed and resolved in a timely manner.
• Monitor daily fleet activity and verify that units are moving in and out of the yard according to the established schedule.
• Prepare monthly, quarterly, and annual fleet reports, including fleet count reports and water intrusion reports.
• Conduct periodic travel to remote fleet yards and other company office locations, as required.
• Support Fleet and Materials Inventory Maintenance, ensuring accurate inventory records and appropriate tracking of fleet assets and materials.
• Conduct quality control (QC) inspections on trailers prior to outbound transportation.
• Process Approval for Transfer (AFT) requirements, completing all necessary documentation to transfer fleet units between branches and maintaining accurate records of fleet asset locations.
• Perform other related duties and responsibilities as required to support fleet operations.

Qualifications & Requirements

• High school diploma required; post-secondary education in Business Administration, Logistics, Supply Chain, Transportation, or a related field is an asset.
• 2+ years of experience in an administrative, fleet coordination, logistics, transportation, or operations support role.
• Experience coordinating vendors, transportation providers, and customer schedules.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Proficient with Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Experience working with ERP, fleet management, inventory management, or dispatch systems is considered an asset.
• Strong attention to detail with the ability to maintain accurate records, reports, purchase orders (POs), and bills of lading (BOLs).
• Excellent verbal and written communication skills with a customer-service mindset.
• Ability to work independently while collaborating effectively with internal teams, customers, and external vendors.
• Comfortable performing both office-based administrative duties and outdoor inspections in various weather conditions.
• Knowledge of transportation, fleet management, inventory control, or modular construction industries is an asset.
• Ability to analyze information, solve problems, and make sound decisions in a fast-paced environment.
• Valid driver's license with a clean driving record.
• Willingness and ability to travel occasionally to branch locations, yards, and customer sites as required.

Key Competencies

• Organization and Planning
• Attention to Detail
• Customer Service Orientation
• Communication and Relationship Building
• Problem Solving
• Accountability and Ownership
• Adaptability and Flexibility
• Coordination and Multitasking
• Inventory and Asset Management
• Safety Awareness and Compliance

Physical Requirements

• Ability to conduct outdoor inspections of fleet assets in varying weather conditions.
• Ability to walk through yards and construction or industrial environments safely.
• Ability to occasionally climb stairs, enter modular units, and perform visual inspections of fleet assets.

BOXX Modular (Canada) is a business unit of Black Diamond Group. Black Diamond rents and sells modular space solutions and workforce accommodation solutions to customers in Canada, the United States and Australia. In North America, we also provide specialized field rentals to oil and gas industries. We serve diverse sectors including oil and gas, mining, power, construction, engineering, military, government, and education.

For more information about Black Diamond Group, please visit www.BlackDiamondGroup.com

We are an Equal Opportunity Employer

Black Diamond Group Limited is committed to diversity, equal opportunity and ensuring that our employees have the ability to thrive in an inclusive environment.

We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, marital status, family status, veteran status, Indigenous status, national origin, age, disability or any other legally-protected factors.

Accommodation for applicants with disabilities is available upon request during the recruitment process.

Company: BOXX Modular