Fleet Asset Coordinator (Permanent)

County of Simcoe; Midhurst; On-site; CAD 52,000 - 63,000; Full time

Job summary

County of Simcoe is seeking a Fleet Asset Co-ordinator to lead maintenance planning and fleet management across light, medium and heavy-duty vehicles and equipment. You will generate reports, coordinate with vendors and internal clients, and drive process improvements within a collaborative team.

The role requires a two-year fleet management diploma, strong communication skills, and knowledge of SAP PM and Mitchell 1 systems. A G-class license is essential; occasional after-hours work may occur.

Qualifications

• Completion of a two-year diploma in Fleet Management, Automotive Business or General Business.
• In-depth knowledge of heavy equipment fleet operations and vehicle maintenance.
• Strong working knowledge of vehicle mechanical, electrical and telematics systems.
• Comprehensive computer skills (MS Word, Excel, Outlook) and SAP PM system experience.

Responsibilities

• Maintain vehicle preventative maintenance plans for the corporate fleet and related assets.
• Produce vehicle expense and mileage reports and analyze data for management.
• Troubleshoot and contribute to fleet management system improvements.
• Coordinate inquiries and liaise with vendors and mechanics to resolve issues.
• Assist with accident investigations and maintain confidentiality.

Skills

Interpersonal skills

Communication (written)

Communication (oral)

Organizational skills

Customer service

Education

Two-year Fleet Management or related diploma

NAFA Fleet Manager certification (or equivalent)

G-class driver’s license

Knowledge of SAP PM system

Tools

Mitchell 1

SAP PM system

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

The Fleet Asset Co-ordinator is responsible for providing all corporate departments with high quality operational, technical guidance and vehicular support while ensuring the maintenance of vehicles and heavy equipment is completed as required. Coordination of fleet asset inventory activities and vehicle/ heavy equipment maintenance processes while utilizing best practices to obtain the absolute highest value and quality products in accordance with the policies of the County and applicable legislation. Acting through a collaborative process involving directors, managers, supervisors, foreman, mechanics, vendors and provincial/federal agencies, the incumbent is responsible for developing, implementing and maintaining the systems required to manage all areas of the County’s corporate vehicle fleet operations, including acquisition, inventory and disposal. This position may be required to take business calls and provide service periodically outside normal business hours as per the Collective Agreement.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

1. Complete and maintain vehicle preventative maintenance plans for corporate fleet and related equipment assets as assigned, including but not limited to: light, medium and heavy-duty vehicles, heavy equipment, trailers, mobile generators, create measuring points, create measuring documents, preventative maintenance tasks list, as per the County Preventative Maintenance Plan in the approved system.

2. Produce vehicle expense and mileage reports for clients across the corporation as required and provide analysis of data indicating anomalies and problem areas for management follow-up.

3. Troubleshoot and make recommendations towards the development of the fleet management system to achieve efficiencies and enhance fleet operations.

4. Act as first point of contact for vehicle and related equipment asset inquiries including from client departments, vendors, or fleet mechanic team; liaise with vendors and fleet mechanic team to provide resolution, follow up on open issues, repair status and provide closure.

5. Assist with vehicle or related equipment accident or incident (e.g. near miss) investigations while maintaining confidentiality as appropriate.

6. Monitor the completion of scheduled preventative maintenance, commercial vehicle PMCVIs (periodic mandatory commercial vehicle inspections), and unplanned breakdown events for internal client departments, react in a timely manner to provide appropriate vehicle coverage and initiate repairs as required. Determine level of vehicle defects and allocate work to in-house mechanics or external vendors for appropriate and timely repairs while notifying affected user department staff.

7. Provide assistance and user support to staff with regards to the fleet management system including troubleshooting, system maintenance and work plan development.

8. Act as a liaison between departmental staff and external and internal contacts on operational issues, repairs or maintenance including resolution of invoice discrepancies, co-ordination of new vehicle process, upfitting, insurance coverage changes and set-up vehicle preventative maintenance plans.

9. Process vehicle and related equipment asset disposals within the inventory system, as well as fuel and fleet management systems, ensuring proper approvals, closure of files and maintenance of records.

10. Create purchase orders and procurement documents, monitor open transactions through to completion, and communicate with suppliers, customers and management on the status and delivery of goods and services and receive and update information using approved systems.

11. Co-ordinate annual vehicle license plate renewals, replacements and annual emission testing with all County vehicles.

12. Maintain Fuel Management System, including the issuance of fuel cards, troubleshoot system failures, data entry, run consumption reports, reconciliation of tank dips to fuel issues, add and remove vehicles, daily polling of the system and the completion of fuel savings reports.

13. With management oversight, coordinate the process of fleet asset disposition as outlined in the Procurement Policy, e.g. photograph assets, co-ordinate vendors (auctions) collect funds, issue receipts, recommend improved fleet asset disposition processes.

14. Monitor, utilize and maintain the GPS/AVL vehicle tracking systems/telematics and identify and coordinate repairs, advising effected departmental staff as required, oversee upgrades.

15. Monitor customer service request system for new incidents, schedule, redeploy, move and coordinate the preventative maintenance and unplanned repairs of all vehicles and related equipment, resolving in a timely manner.

16. Provide guidance and training to students or administrative staff with regards to fleet asset assignments as required.

17. Planning the maintenance and responding to breakdowns of emergency vehicles in accordance with the MOH and County policies and procedures while ensuring mandated vehicle operational levels are maintained.

18. For Paramedic Services vehicle breakdowns and suspected mechanical issues day to day, determine level of vehicle defect and “code 9” or redeploy if required while notifying CACC and affected supervisors verbally or through on-line systems and processes. Re-deploy vehicles as required to provide optimum operational coverage. In rare "critical need” situations consult with and make recommendation to PS operations who shall determine Code 9 Status.

19. Provide “on call” support after normal working hours in response to internal customer department breakdowns, maintenance or accidents, including where required arranging towing, repairs, contacting in-house mechanics and vendors for afterhours emergency support if required.

20. Provide vehicles for Paramedic Service events: parades, PR events, Toy Drives, or training while re-deploying vehicles for operational coverage notifying supervisors of the movements verbally or through on-line systems and processes.

21. Audit driver’s daily inspection or Hours of Service log books and conduct training as required.

22. Administer the Mitchell One system, telematics systems (Acetech, Geotab), and provide on-going training and support to County mechanics or departmental staff users.

23. Establish, maintain, revise and update vehicle and related asset files/ records in accordance with County policies.

24. Utilize and reconcile County purchasing card(s) and create/receive purchase orders using Systems Applications and Products (SAP). Review invoices for work ordered and work with vendors for price reduction when work is not completed correctly.

25. Assist with or perform vehicle movements and deliveries as required.

26. Liaise with vehicle repair vendors regarding repairs, warranty repairs and recalls as required.

27. Promote Health and Safety issues with respect to vehicle and heavy equipment repair operations, and any vehicle safety features.

28. Special projects and other duties as assigned, including redeployment in emergency situations.

29. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.

30. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

CORPORATE COMPETENCIES

Has knowledge of and demonstrated ability in our corporate competencies:

• Acts with the Customer in Mind
• Continuously Seeks to Improve Work Processes
• Communicates with Impact

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Completion of a two (2) year diploma in Fleet Management, Automotive Business or General Business program at a Community College. This job may be considered for educational equivalency in accordance with County Policy (e.g. NAFA Certified Automotive Fleet Manager).
• In-depth knowledge of heavy equipment fleet operations, heavy truck fleet operations and light vehicle operations.
• Strong working knowledge of vehicle mechanical, electrical and telematic systems.
• In-depth knowledge of the Ontario Highway Traffic Act, the Ontario Ambulance Act and the Ontario Provincial Land Ambulance & Emergency Response Vehicle Standards.
• Valid G class drivers license and access to a reliable vehicle.
• A valid F or DZ license, and/or a 310S, 310T, 421A mechanic background is considered an asset
• Comprehensive computer skills (i.e. Fuel Systems, On-Line Auction, on-line vehicle diagnostic system, Microsoft Word, Excel, Outlook, SAP PM system).
• Ability to act independently with minimal supervision and as part of a team.
• Excellent written and oral communication skills.
• Excellent organizational and time management skills with an ability to learn and operate in a fast paced, multi-functional environment where priorities change regularly.
• Highly motivated with strong customer service skills.
• Ability to exercise discretion and maintain confidentiality.
• Capable of working well under pressure.
• Strong interpersonal and communication skills with the ability to work effectively with, and communicate progress to, a wide range of managers, directors, supervisors and staff.
• Criminal records check that is less than six (6) months old at time of hire.

EXPERIENCE

• Minimum three (3) years’ experience in a related position.
• Experience driving various types of vehicles would be an asset.
• Experience working in a vehicle or equipment repair service position or related role (e.g. customer service in an automotive repair environment) is considered an asset
• Experience using Mitchell 1 or other mechanic systems for estimating repair times, maintenance process, and diagnostic information.
• Experience coordinating an emergency vehicle fleet would be an asset.
• Administrator experience operating a web-based fuel management system, reconciling monthly fuel issues, developing and running reports, diagnosing defects and making repairs would be an asset.
• Experience investigating vehicle accidents and determining causes would be an asset.

EFFORT

• Mental and visual effort required when reading and preparing documents and work orders, switching between computer screens running multiple systems simultaneously, reviewing invoices, service request and completed work orders
• Ability to lift/move heavy assets, up to 30 pounds in weight.

WORKING CONDITIONS

• May be exposed to dust, dirt, fumes, etc., while at a garage.
• Office environment with regular travel year-round within County and surrounding area to internal and external partners.
• Will be required to inspect vehicles and equipment assets at working sites which may include landfill sites, garages, ambulance stations and vehicle accident sites.
• May be exposed to various weather conditions and bio-hazardous material while working in emergency vehicles and debris at landfill sites.

#COSIND

Salary Grade

$38.40 - $46.49

Union

CUPE 5820.01

The County of Simcoe thanks all applicants for their interest in this opportunity, but please note that only those candidates selected for an interview will be contacted.

Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.