Fleet Coordinator

KLS Earthworks; Calgary; On-site; CAD 52,000 - 68,000; Full time

Benefits offered by this job

Competitive compensation package

Career progression opportunities

Stable, full-time office position

Industry-leading company in concrete &

Job summary

KLS Earthworks is seeking an organized Fleet Coordinator to support the day-to-day administration of our growing fleet operations. This role works closely with our mechanics, drivers, supervisors, vendors, and management team to ensure our vehicles and equipment are properly documented, maintained, tracked, and ready for work.

The Fleet Coordinator will manage NSC documentation, rentals, parts, maintenance activities, and ensure records are current.

Qualifications

• Knowledge of NSC requirements and commercial vehicle documentation is preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and follow through on outstanding items.
• Strong computer skills, including Microsoft Office; experience with GPS or fleet management systems is an asset.
• Strong communication skills and the ability to work effectively with mechanics, drivers, vendors, and supervisors.

Responsibilities

• Provide day-to-day administrative support for fleet, mechanics, and drivers.
• Coordinate vehicle and equipment maintenance, repairs, inspections, and servicing.
• Order parts and supplies and follow up with vendors on pricing, availability, deliveries, and returns.
• Arrange vehicle and equipment rentals and track rental dates, rates, terms, usage, extensions, and returns.
• Monitor active rentals to ensure equipment is returned when no longer required and unnecessary rental costs are avoided.
• Maintain accurate vehicle, equipment, maintenance, registration, inspection, and driver records.
• Maintain required National Safety Code (NSC) documentation and ensure files remain current and audit ready.
• Track upcoming expiries, inspections, registrations, and other compliance requirements.
• Maintain the company's GPS/fleet management system, including vehicle, equipment, driver, and assignment information.
• Assist with fuel card administration, purchase orders, invoices, and fleet-related documentation.
• Coordinate with mechanics, drivers, supervisors, and vendors to follow up on outstanding fleet requirements.
• Prepare fleet reports and assist with general fleet tracking and administration.

Job description

Join Our Team

KLS Earthworks is looking for an organized and proactive Fleet Coordinator to support the day-to-day administration of our growing fleet operations. This role works closely with our mechanics, drivers, supervisors, vendors, and management team to ensure our vehicles and equipment are properly documented, maintained, tracked, and ready for work. The Fleet Coordinator will be responsible for keeping fleet information accurate and up to date, coordinating rentals and parts, supporting maintenance activities, and ensuring required documentation is maintained in accordance with National Safety Code (NSC) requirements.

What You’ll Do

• Provide day-to-day administrative support for fleet, mechanics, and drivers.
• Coordinate vehicle and equipment maintenance, repairs, inspections, and servicing.
• Order parts and supplies and follow up with vendors on pricing, availability, deliveries, and returns.
• Arrange vehicle and equipment rentals and track rental dates, rates, terms, usage, extensions, and returns.
• Monitor active rentals to ensure equipment is returned when no longer required and unnecessary rental costs are avoided.
• Maintain accurate vehicle, equipment, maintenance, registration, inspection, and driver records.
• Maintain required National Safety Code (NSC) documentation and ensure files remain current and audit ready.
• Track upcoming expiries, inspections, registrations, and other compliance requirements.
• Maintain the company's GPS/fleet management system, including vehicle, equipment, driver, and assignment information.
• Assist with fuel card administration, purchase orders, invoices, and fleet-related documentation.
• Coordinate with mechanics, drivers, supervisors, and vendors to follow up on outstanding fleet requirements.
• Prepare fleet reports and assist with general fleet tracking and administration.

Qualifications

• Previous experience in fleet administration, transportation, construction, heavy equipment, logistics, or a similar role is an asset.
• Knowledge of NSC requirements and commercial vehicle documentation is preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and follow through on outstanding items.
• Strong computer skills, including Microsoft Office; experience with GPS or fleet management systems is an asset.
• Strong communication skills and the ability to work effectively with mechanics, drivers, vendors, and supervisors.
• Knowledge of vehicles, heavy equipment, parts, or mechanical terminology is an asset.
• A proactive approach and willingness to jump in wherever needed

What we are Offering

• Competitive compensation package including salary, benefits and group savings with company matching
• Supportive team environment
• Stable, full-time office position
• A clear path for career progression as the company grows
• Be part of a growing, industry-leading company in construction and aggregates

KLS Earthworks Inc. is committed to creating a safe and inclusive workplace. We thank all applicants for their interest; however, only those selected for an interview will be contacted.