Fleet Operations & Asset Administrator

Confidential Jobs; Vaughan; On-site; CAD 70,000 - 78,000; Full time

Benefits offered by this job

Competitive salary

Comprehensive benefits package

Career training and evolution

Job summary

Confidential Jobs in Vaughan, Ontario seeks a Fleet Operations & Asset Administrator to oversee end-to-end administration, procurement, compliance and tracking for our fleet. You will liaise with shop technicians, vendors, project managers and the fleet Director to ensure accurate parts sourcing, timely repairs and proper documentation.

The ideal candidate has hands-on CMMS experience, strong spreadsheet skills and a proven track record in PO workflows, CVOR compliance and asset management.

Qualifications

• Minimum 3–5 years in fleet administration, or related roles.
• Experience with CMMS and Excel for asset tracking and reporting.
• Understanding of PO workflow, invoice matching, and inventory basics.
• Familiarity with Ontario CVOR regulations, vehicle registration, and fleet insurance.

Responsibilities

• Generate and issue POs for shop purchases and track costing.
• Monitor technician requests, source and expedite parts.
• Track deliveries, reconcile invoices with POs and resolve pricing issues.
• Oversee asset onboarding, decals, GPS hardware installation, and asset naming.
• Maintain maintenance schedules and CMMS data for planning and estimations.

Skills

Fleet administration

Vendor coordination

Documentation

Tools

CMMS software

Excel

PO workflow

Job description

We are seeking a Fleet Operations & Asset Administrator to manage the end-to-end administration, procurement, compliance, and tracking for us. This role will act as the critical link between shop technicians, vendors, project managers and the fleet Director.

This role blends asset tracking, parts procurement and administrative shop management. The ideal candidate has experience navigating corporate asset databases and CMMS software, handles vendor timelines firmly, and is highly organized.

Key Responsibilities:

Parts Procurement, PO Issuing & Financial Tracking

• Generate and issue formal Purchase Orders (POs) for shop purchases, tracking allocations and ensuring accurate job/unit costing.
• Monitor incoming email requests from shop technicians to source, order, and expedite replacement parts.
• Track parts deliveries, update shop staff on ETAs, and reconcile packing slips and invoices against issued POs to resolve pricing discrepancies.
• Proactively monitor machinery and truck usage files; pre-order full-service kits for machines and trucks.
• Track and execute all core returns and unused parts credits back to the appropriate internal work orders.
• Track and facilitate assignments for the pickup truck series, maintaining exact records of assigned operators, companies, and fuel card/transponder allocations.
• Manage unassigned assets and coordinate their seamless deployment as loaner vehicles when field trucks are down for maintenance.
• Oversee all trucks and machinery currently sent out to third-party repair facilities; aggressively request timeline updates, status completions, and return-to-service dates.
• Manage the onboarding of newly purchased vehicles, ordering custom outfitting packages and working with technicians to confirm proper unit number naming, decal allocation, floor mat placement, and GPS hardware installation.

3. Commercial Compliance & Documentation

• Manage all required regulatory permits, licensing, and documentation for heavy on-highway trucks and commercial trailer units.
• Oversee and maintain correct fleet insurance files across all on high-series vehicles and machinery.
• Process annual Commercial Vehicle Operator's Registration (CVOR) safety documentation sent by the Service Manager, updating systems and ensuring the required physical onboard documentation is placed directly inside the truck cabs.

4. Maintenance Scheduling & CMMS Logistics

• Maintain a master maintenance tracking spreadsheet, updating machine and truck hours on a daily basis.
• Update dealership service contracts and coordinate with onsite Project Managers (PMs) to align machine site availability with dealership technician arrival times and servicing requirements.
• Supply the service team with a comprehensive forecast of trucks and machinery due for servicing over the upcoming weeks.
• Manage equipment profiles, adding and removing commercial assets within a CMMS software.
• Provide historical maintenance data and work order files to estimators and PMs to assist with prospective job bidding.

Qualifications:

• Experience: Minimum 3-5 years of experience in fleet administration, commercial service coordination, or automotive/heavy equipment parts counter procurement.
• Software Proficiency: Strong experience utilizing computerized maintenance management systems (CMMS) and the use of spreadsheets and excel software management systems.
• Technical Purchasing: Proven understanding of the purchase order (PO) workflow, invoice matching, and basic parts inventory principles.
• Compliance Knowledge: Familiarity with Ontario commercial transport regulations, including CVOR compliance rules, heavy vehicle registration, and fleet insurance.

Benefits & Compensation

• Compensation : ($70,000 to $78,000/year).
• Comprehensive company benefits package.
• Opportunities for specialized career training and evolution within a growing organization.

Disclaimers

Artificial Intelligence (AI) Disclosure: AI tools are not used in the screening or assessment of applicants for this position.

Vacancy Status: This posting is for a new job vacancy.

We thank you for your interest. Only those selected for an interview will be contacted.

We are an equal opportunity employer and encourages women, Indigenous peoples, persons with disabilities and members of visible minorities to apply. We seek to hire individuals with diverse characteristics, backgrounds and perspectives.

We are committed to fostering an inclusive workplace where talent is recognized and valued without regard to gender, race, ethnic or national origin, sexual orientation, age, religion, or disability. We believe that diversity strengthens our organization and drives innovation and success.

We are dedicated to providing reasonable accommodations throughout the recruitment process for candidates with disabilities. If you require accommodation, please inform us, and we will work with you to meet your needs.