Fleet Services Coordinator

Canada Job Bank; Surrey; On-site; CAD 63,000 - 69,000; Full time

Benefits offered by this job

Comprehensive benefits package

Lifetime pension benefit

Flexible work arrangement

Training and development courses

Job summary

BC Hydro in Surrey is seeking a Fleet Services Coordinator to manage vehicle scheduling, maintenance coordination, and vendor communications. The role requires meticulous record-keeping and timely liaison with management and mechanics to keep fleet operations efficient.

The successful candidate will input and maintain fleet data in Fleet Garage Management System, process invoices, and assist with repairs, recalls, and warranty work across the Surrey fleet.

Qualifications

• High school graduation plus 6 months in a lower-level Vehicle Services Clerk role or 2 years in admin/customer service.
• Office Administration certificate/diploma is an asset.
• Experience with Fleet Garage Management Systems (FleetSmart or equivalent) is an asset.
• In-house training in Procurement and Fleet Garage Management Systems within 1 month is required.

Responsibilities

• Schedule vehicles for repair, maintenance, and other work at Fleet Garages and vendor shops according to priorities.
• Consult with management, foreman, sub-foremen, and mechanics; refer to Fleet Garage Management System for vehicle info.
• Expedite vendor work by following up on completion dates and liaise with Fleet Management Company about parts and maintenance.
• Coordinate fleet vehicle maintenance with customer schedules and arrange pool vehicle assignments.
• Track fleet warranty and recall work with management, foreman, and sub-foreman.
• Assist operators with breakdowns by arranging roadside assistance and repairs.
• Maintain fleet vehicle/equipment information and update records in Fleet Garage Management System.
• Prepare, track, and reconcile finance/admin documents; process accounts payable and invoice matching.
• Oversee local pool or loaner vehicles and arrange short/long-term loans for customers.
• Coordinate transfer/delivery of new vehicles between vendors, Fleet Garage, and customers.
• Ensure outfitting (radios, Wi-Fi, fuel cards) and registration are complete before transfer.
• Coordinate vehicle transfers and reassignments across the province.
• Prepare paperwork for vehicle disposal and coordinate related activities.
• Issue decals for annual vehicle insurance renewals and coordinate inspections.
• Perform duties of Vehicle Services Clerk 2 as needed.
• Complete additional non-rating duties as required.

Skills

Interpersonal skills

Self-discipline

Administrative communication

Education

High school graduation

Office Administration Certificate/Diploma

Tools

Fleet Garage Management Systems (FleetSmart or equivalent)

Microsoft Word

Microsoft Excel

Job description

BC Hydro is located at Surrey Garage. The company is currently looking for applications for the role of Fleet Services Coordinator. We are seeking a self-disciplined individual with exceptional interpersonal skills. The chosen applicant will be required to join and begin their duties as soon as possible. The position is offered as permanent, full-time employment.

Employer Name: BC Hydro
Position: Fleet Services Coordinator
No. of vacancies: 1
Annual Salary: $ 63,200.00 – 68,600.00
Employment type: Permanent, Full-time
Location: Surrey Garage

• The candidate will schedule vehicles for repair, maintenance, and other work at the Fleet Garages and vendor shops according to set priorities and the availability of repair personnel. The candidate will consult with management, foreman, sub-foremen, and mechanics and refer to the Fleet Garage Management System for vehicle-related information. The candidate will expedite vendor work by following up on completion dates and times and liaise with the Fleet Management Company regarding parts, vendor, and vehicle maintenance enquiries.
• The candidate will coordinate fleet vehicle maintenance with the customer’s schedule and arrange pool vehicle assignments as necessary. The candidate will follow up with management, foreman, and sub-foreman to ensure fleet warranty and recall work is tracked and completed accordingly.
• The candidate will assist operators whose vehicles break down in the field by arranging roadside assistance, including repairs and tows, and may call a taxi to pick up a stranded operator. The candidate will arrange transfers and repairs for vehicles damaged in accidents, obtain repair quotes, expedite repairs, and interact with ICBC and the customer.
• The candidate will maintain fleet vehicle/equipment information and related records. The candidate will enter and edit vehicle information, including transfers, service dates, and status changes, as well as new work orders, sublet work order services not processed on Fleet Management Company maintenance card, work requests, and vehicle and work order documents in the Fleet Garage Management System. The candidate will review data for consistency, completeness, and correctness, identify, investigate, and resolve discrepancies, and prepare and distribute standard and ad hoc monthly reports from the Fleet Garage Management System, including the Vehicle Inspection Forecast.
• The candidate will prepare, track, and reconcile various financial and administrative documents, such as contract and material requisitions, purchase orders, expense claims, parts cards purchase, etc. The candidate will review data for correctness and completeness and process Fleet Services accounts payable documents by matching delivery/packing slips with invoices, checking approval levels, account distribution, and invoice details, routing documents for approval, collecting and entering monthly odometer readings for fleet vehicles, and responding to and resolving vendor enquiries.
• The candidate will oversee local pool or loaner vehicles by tracking vehicle bookings, entering odometer entries, scheduling repairs including recalls and warranty work and maintenance, and coordinating short-term and long-term loans for customers.
• The candidate will coordinate the transfer and delivery of new vehicles between vendors, Fleet Garage, and customer locations. The candidate will ensure extra outfitting such as radios and Wi‑Fi, fuel and maintenance credit cards, vehicle keys, plates, and registration documents are in the vehicle before transfer and delivery. The candidate will coordinate vehicle transfers, assignments, and re‑assignments throughout the province by arranging transportation by barge, truck, hostler, user pick‑up, etc.
• The candidate will ensure vehicles are ready for disposal by preparing required paperwork, scheduling preparatory work with customers, Fleet Garages, vendors, Finance, disposal coordinator, disposal company, and hostlers, arranging equipment and plate removal and cleaning, and coordinating customer return of old vehicles.
• The candidate will assist with issuing decals for annual vehicle insurance renewal and new vehicle insurance. The candidate will respond to enquiries from insurance brokers, ICBC, Motor Vehicle Office, and customers and coordinate commercial vehicle inspections, Powertech program inspections, and associated repairs with customers, Fleet Garages, vendors, hostlers, and respective inspection groups.
• The candidate will be responsible for performing some or all of the duties of the Vehicle Services Clerk 2 job.
• The candidate will perform minor duties related to the above responsibilities that do not affect the rating of the job.

Job Requirements

• The candidate must have high school graduation, plus six (6) months of experience in a lower-level Vehicle Services Clerk job or two (2) years of demonstrated experience in an administrative/clerical or customer service role, along with demonstrated experience using Microsoft Word and Excel at the intermediate level.
• The candidate with an Office Administration Certificate or Diploma or a qualification in a related field will be considered an asset.
• The candidate’s experience using Fleet Garage Management Systems (FleetSmart or equivalent), validating and completing exception for IBEW, and working in Fleet Services is considered an asset.
• The candidate requires in-house training in Procurement and Fleet Garage Management Systems or must complete the in-house training within one (1) month of starting the job.
• The candidate will receive a comprehensive benefits package.
• The candidate will be eligible for a minimum of 15 paid vacation days annually.
• The candidate will receive a lifetime pension benefit.
• The candidate will be eligible for a flexible work arrangement based on role requirements.
• The candidate will receive access to training and development courses.