Fleet & Rental Administrator

CDN Controls Ltd; Grande Prairie; Hybrid; CAD 52,000 - 78,000; Full time

Benefits offered by this job

RRSP matching

Benefits package

Generous vacation & flex days

Opportunities for advancement

On-the-job training

Mentorship from professionals

Job summary

CDN Controls Ltd is seeking a Fleet & Rental Administrator to manage fleet vehicles, rental equipment, tools and PPE inventory from our Grande Prairie location. The role covers procurement, maintenance scheduling, record-keeping, and vendor coordination to ensure cost-effective operations.

The incumbent will monitor fuel logs, asset usage, and conduct regular audits, while supporting budget development and compliance with corporate policies and regulations.

Qualifications

• High School Diploma required.
• Post-secondary education in Business, Supply Chain Management, or related field is an asset.
• Certifications in asset or inventory management are considered an asset.

Responsibilities

• Track fleet, rental equipment, tools, and PPE usage and maintain inventory records.
• Maintain fuel logs, km travelled, and equipment usage records.
• Schedule and track preventative maintenance and calibrations for assets.
• Coordinate procurement and input purchase orders.
• Coordinate pickup/delivery of assets and PPE as required.
• Negotiate service agreements and vendor contracts for cost efficiency.
• Assist in budget development for maintenance and equipment.
• Audit inventory and tracking systems periodically.

Skills

Analytical thinking

Proactive communication

Organizational skills

Independent work

Team collaboration

Education

High School Diploma

Post-secondary in Business / Supply Chain

Asset/inventory management certifications (asset)

Tools

Microsoft Office (Excel, Outlook, Word)

Asset / fleet management systems

Job description

CDN is a recognized industry leader in the energy services sector. CDN is a full-service provider with expertise in Electrical & Instrumentation maintenance, renewables/solar, major projects, combustion & emissions reduction, and measurement.

We are looking to hire Fleet & Rental Administratorbased out of our Grande Prairielocation.

The Fleet & Rental Coordinator is a full-time role responsible for managing fleet vehicles, rental equipment, tools, and PPE (Personal Protective Equipment) inventory, including procurement, tracking, maintenance, and vendor coordination. This role ensures efficient utilization of assets, accurate record keeping, and cost-effective operations while ensuring compliance with corporate policies and government regulations and supporting overall supply chain functions.

RESPONSIBILITIES:

• Track fleet, rental equipment, tools, and PPE usage and maintain accurate inventory records.
• Maintain detailed records for fuel logs, km travelled, and equipment usage.
• Schedule and track preventative maintenance and calibrations for fleet, tools, rental equipment, and PPE.
• Ensure all maintenance and inventory records are accurate and up to date.
• Order fleet, rental equipment, tools, and PPE as required to support operations.
• Create and input purchase orders into the applicable software system.
• Coordinate pick-up and delivery of fleet, tools, rental equipment, and PPE as required.
• Negotiate service agreements and vendor contracts to ensure cost efficiencies.
• Assist in the development of maintenance and equipment budgets, including input on usage, costs, depreciation, and other key metrics.
• Communicate maintenance and equipment requirements to stakeholders and implement corrective actions as needed.
• Perform periodic audits of fleet, tools, rental equipment, and PPE inventory and tracking systems.
• Assist in developing procedures and guidance documents related to equipment and asset management.
• Remove non-conforming or damaged equipment from service and coordinate proper disposal or replacement.
• Maintain organization and efficiency within the shop and storage environments.
• Assist with incident reporting and tracking of associated equipment-related costs.
• Complete special projects and perform other duties as assigned.

JOB REQUIREMENTS:

• Valid Class 5 driver’s license with a clean driver’s abstract.
• Minimum of 3 years of experience in fleet coordination, equipment management, or a related role.
• Experience managing inventory, tools, rental equipment, or PPE programs is an asset.
• Intermediate proficiency in Microsoft Office (Excel, Outlook, Word) and asset or fleet management systems.
• Strong understanding of fleet operations, maintenance scheduling, and asset tracking.
• Excellent organizational skills with the ability to manage multiple time-sensitive priorities.
• Strong communication skills, both written and verbal.
• Proven ability to analyze data, solve problems, and make sound decisions.
• Ability to work independently and as part of a team.
• Working experience in the Oil & Gas industry preferred.
• Available to work Monday–Friday with occasional weekend work as required.
• High School Diploma required.
• Post-secondary education in Business, Supply Chain Management, or a related field is an asset.
• Relevant certifications or training in asset or inventory management are considered an asset.

Our employment benefits include:

• Belonging to a strong, motivating team.
• On-the-job training and a commitment to mentorship from invested, industry-leading professionals.
• Competitive pay, benefits, and RRSP-matching program.
• Generous vacation and flex days.
• Opportunities for advancement.

At CDN, our employees are united by our four core values:

While only qualified candidates will be contacted for an interview, be sure to continually check our website for other related positions as they are posted.

CDN is an equal opportunity employer and aims to be an employer of choice dedicated to equity, diversity, and inclusion, ensuring a safe and respectful environment where everyone can succeed. Qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status, or other legally protected factors.