Fleet Administrator (Ontario)

Valard Construction; Hanover; On-site; CAD 54,000 - 66,000; Full time

Benefits offered by this job

5% RRSP matching program

Employee benefits package

Job summary

Valard Construction is seeking a Fleet Administrator to support our Hanover, ON fleet program. The role focuses on recordkeeping, data entry, filing, and documentation, reporting to the Fleet Manager.

This office-based position requires strong organization and communication across drivers and internal teams. You will coordinate maintenance scheduling, manage paperwork, and assist with reports and scheduling.

Qualifications

• At least 3 years of office experience.
• Strong MS Office skills including advanced Excel.
• Experience with fleet documentation and data entry.
• JD Edwards experience preferred.
• Experience in automotive/heavy equipment industry preferred.

Responsibilities

• Track vehicle maintenance schedules and coordinate service appointments with vendors and in-house technicians.
• Monitor fuel cards and update spreadsheets.
• Maintain fleet management software and ensure data accuracy (JDE, SharePoint, Excel).
• Enter and update fleet data (vehicle details, mileage, service history).
• Maintain digital and physical filing systems and ensure retrievability.
• Draft and send routine emails/notices to drivers, vendors, and internal teams.
• Coordinate paperwork for new vehicle onboarding and retirements/disposals.
• Complete invoicing processes and purchase order creation/completion.
• Prepare weekly timesheets for team members.
• Provide administrative support at a corporate level with documentation and systems management.

Skills

MS Office

Advanced Excel

Communication

Time management

Documentation

Tools

JD Edwards

SharePoint

Excel

Job description

Our Distribution group is currently looking to add a Fleet Administrator to our growing team, based in Hanover, ON.

Reporting to the Fleet Manager, we are seeking an experienced administrator to provide support for our fleet program in Ontario. This is an office-based, detail-oriented role focused on recordkeeping, documentation, filing, data entry, and correspondence. We're looking for a go-to person for keeping fleet paperwork organized, accurate, and up to date, supporting the broader team with reports, scheduling, and administrative follow-through.

Duties and Responsibilities

• Track vehicle maintenance schedules and coordinate service appointments with vendors, repair shops and with in-house technicians
• Monitor and order fuel cards, and update spreadsheets as required
• Maintain fleet management software/systems and ensure data accuracy (JDE locations, SharePoint, Excel)
• Enter and update fleet data (vehicle details, mileage, service history, assignments) in spreadsheets and JDE
• Maintain digital and physical filing systems, ensuring documents are properly labelled, stored, and retrievable
• Track expiration dates for inspections, permits, and certifications, and send reminders ahead of deadlines
• Draft and send routine emails and notices to drivers, vendors, and internal departments
• Answer calls and emails related to fleet and route inquiries. Direct them to the appropriate team member
• Coordinate paperwork for new vehicle onboarding and vehicle retirement/disposal as directed by management
• Complete invoicing processes and purchase order creation/completion
• Prepare weekly timesheets for the team members
• Proven experience providing administrative support, including supporting documentation and systems management at a corporate level
• Strong MS Office skills, including advanced Excel functions
• At least (3) years of experience in an office setting
• Strong communication, time management and organization skills

Preferred Skills / Qualifications:

• Previous experience with JD Edwards
• Experience with AI programs
• Strong preference to experience in the automotive/ heavy equipment industry

This position offers a base salary range of$60 000.

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.

Visit us at www.valard.com and connect with us on our social media channels for our latest news, employee stories, community activities, and other updates.

* 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.