Fleet Maintenance - Fleet Maintenance Coordinator

The Erb Group; Vaudreuil-Dorion; On-site; CAD 52,000 - 68,000; Full time

Job summary

The Erb Group is seeking an organized Fleet Coordinator for our Vaudreuil-Dorion, Quebec maintenance shop. You will support daily operations, coordinate maintenance activities, and ensure parts availability to keep work flowing smoothly.

You will work closely with the Shop Supervisor, technicians, vendors, and internal teams to maintain accurate records and timely maintenance. Strong organization and communication are essential for success.

Qualifications

• Experience in fleet maintenance administration or coordination is required.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and fleet-MIS software is preferred.
• Strong communication, organizational, and problem-solving skills are essential.

Responsibilities

• Coordinate daily maintenance and repair activities in the shop to support operations.
• Monitor work orders and follow up on delays or missing information.
• Communicate status with Shop Supervisor, technicians, and vendors; ensure accurate record-keeping.
• Maintain and review inventory records; coordinate parts ordering and replenishment.
• Liaise with Accounts Payable and vendors to ensure invoices and documentation are accurate.
• Assist with reports and tracking of maintenance and inventory information.

Skills

Organizational skills

Communication

Problem solving

Attention to detail

Independence

Collaboration

Tools

Microsoft Office

TMT Fleet Software

Job description

Summary

We are currently seeking an organized and detail-oriented Fleet Coordinator to join our Fleet Maintenance team in Vaudreuil-Dorion, Quebec.

The Fleet Coordinator will support the day-to-day operations of our maintenance shop by coordinating maintenance activities, maintaining accurate work order records, and overseeing parts inventory.

This position works closely with the Shop Supervisor, maintenance technicians, vendors, and internal departments to help ensure maintenance work is completed efficiently and the necessary parts and supplies are available when needed.

Responsibilities

Maintenance Coordination

• Assist with coordinating daily maintenance and repair activities to support efficient shop operations.
• Monitor maintenance work orders and follow up on outstanding repairs and required information.
• Communicate with the Shop Supervisor and technicians regarding work order status, parts availability, and maintenance requirements.
• Ensure work order information is accurately entered and maintained within the fleet maintenance system.
• Coordinate with external vendors regarding repairs, parts, and service requirements.
• Help identify delays or outstanding maintenance items and communicate updates to the appropriate team members.

Parts & Inventory Management

• Monitor and maintain accurate inventory records for maintenance parts, materials, and supplies.
• Coordinate the ordering and replenishment of parts to support daily maintenance operations.
• Track parts usage, inventory adjustments, and stock availability.
• Follow up with suppliers regarding pricing, orders, deliveries, and backordered items.
• Assist with inventory counts and investigate discrepancies to maintain accurate records.
• Coordinate warranty returns and parts-related documentation, where applicable.

Administrative & Operational Support

• Review work orders for accuracy, including equipment information, parts used, and maintenance details.
• Work with Accounts Payable and vendors to ensure invoices and supporting documentation are accurate.
• Maintain organized records of maintenance activities, inventory transactions, and vendor communications.
• Communicate with internal departments to support timely completion of maintenance-related tasks.
• Assist with preparing reports and tracking maintenance or inventory information as required.
• Perform other duties as assigned.

Qualifications

• Previous experience in fleet maintenance administration, maintenance coordination, parts inventory, or a related role.
• Experience in the trucking, transportation, automotive, or heavy equipment industry is considered an asset.
• Strong organizational skills with the ability to manage competing priorities in a busy maintenance environment.
• Knowledge of inventory control, parts ordering, and maintenance work order processes.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience using fleet maintenance management software, such as TMT, is considered an asset.
• Excellent communication, problem-solving, and attention-to-detail skills.
• Ability to work independently and collaboratively with maintenance personnel, vendors, and other departments.
• Ability to communicate in French is required; English communication skills are considered an asset, subject to the position's operational requirements.