Fleet Coordinator

Fleet Coordinator

Location: Kamloops BC

Status: Permanent Full-time

Wage Range: $29.00 $34.00 per hour depending on experience and qualifications

Schedule: Monday to Friday with flexibility required based on operational needs
Reports To: Fleet Manager

About the Role

We are looking for a highly organized detail-oriented and proactive Fleet Coordinator to support the day-to-day operations of our equipment fleet and maintenance program.

This role is critical in helping keep our fleet running efficiently minimizing downtime and ensuring clear communication between the shop field teams project teams and vendors. The Fleet Coordinator will support maintenance tracking repairs inspections purchase orders parts coordination fuel card management fleet system administration and fleet documentation.

This position requires someone who is comfortable working in a fast-paced high-accountability environment where priorities can shift quickly and follow-through is essential. The successful candidate will take ownership of tasks stay organized communicate proactively and help ensure our fleet remains work-ready to support ongoing operations.

If you enjoy problem-solving coordinating moving parts and keeping things running smoothly behind the scenes this role may be a strong fit for you.

Key Responsibilities

Fleet & Maintenance Coordination

• Coordinate and track maintenance repairs inspections and service requirements for fleet vehicles and equipment
• Review pre-use inspections and identify maintenance or repair items requiring follow-up
• Ensure reported deficiencies are documented tracked and addressed in a timely manner
• Support scheduling of repairs inspections servicing and preventative maintenance
• Monitor equipment availability and help reduce downtime across the fleet
• Assist with tracking equipment hours usage service intervals and repair status
• Coordinate with supervisors operators mechanics and vendors to ensure equipment needs are addressed

Fuel Card Management

• Manage fleet fuel cards including issuing tracking cancelling and reconciling usage
• Monitor fuel card transactions for accuracy and appropriate use
• Maintain organized records related to fuel cards and fuel usage
• Follow up on discrepancies missing receipts or unusual transactions as required

Procurement & Parts Management

• Create and manage purchase orders for parts services repairs and maintenance-related expenses
• Source and order parts from vendors in a timely and cost-effective manner
• Track parts orders backorders delivery timelines and vendor follow-up
• Coordinate with the shop and field teams to ensure required parts and materials are available when needed
• Ensure accurate documentation and cost tracking for all purchases
• Support invoice review coding and reconciliation as required

Systems & Tracking

• Monitor and manage fleet data through Samsara including GPS tracking diagnostics alerts and equipment information
• Maintain accurate digital records of service history inspections certifications repairs and compliance documentation
• Track equipment utilization maintenance status and outstanding repair items
• Keep fleet records organized current and audit-ready
• Identify gaps in tracking documentation or processes and support continuous improvement

Communication & Coordination

• Act as a key point of coordination between the shop field teams project teams vendors and management
• Follow up on outstanding repairs service requests inspections and parts with vendors and internal teams
• Provide regular updates on fleet status outstanding items and repair timelines
• Escalate delays issues bottlenecks or urgent repair needs proactively
• Support clear communication to ensure equipment needs are understood and addressed

Compliance & Documentation

• Maintain organized records for inspections certifications maintenance logs repairs and service documentation
• Support compliance with company policies safety requirements and applicable regulatory standards
• Assist with documentation required for audits project requirements insurance and internal reporting
• Ensure equipment and fleet files are accurate complete and accessible
• Support safety-focused fleet practices by ensuring deficiencies and service requirements are properly documented and followed up on

What You Bring

• Strong organizational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Clear and professional communication skills
• Strong follow-up skills and a sense of urgency
• Experience with purchase orders inventory parts ordering fleet coordination or maintenance administration is considered an asset
• Comfortable using technology digital tracking systems and fleet management platforms
• Experience with Samsara or similar fleet management systems is considered an asset
• Ability to work collaboratively with shop field operations and administrative teams
• Strong problem-solving skills with a proactive solutions-focused approach
• Ability to take ownership of tasks and follow through without constant direction
• Practical understanding of equipment vehicles maintenance or construction operations is considered an asset
• Ability to remain calm organized and professional when priorities shift

Qualifications

• Previous experience in fleet coordination maintenance administration parts coordination procurement dispatch or a related role is preferred
• Experience in construction civil works mining transportation equipment rental or heavy industry is considered an asset
• Proficiency with Microsoft Office Outlook Excel and digital tracking systems
• Experience with purchase orders invoices vendor coordination and basic cost tracking is preferred
• Valid Class 5 drivers licence is preferred
• Must be eligible to work in Canada

Working Conditions

• Office-based role in Kamloops BC with regular communication with shop and field teams
• Occasional visits to shop yard or project locations may be required
• Fast-paced environment with competing priorities and time-sensitive operational needs
• May require occasional flexibility outside regular business hours to support urgent fleet or equipment requirements

Compensation & Benefits

• Wage range of $29.00 $34.00 per hour depending on experience and qualifications
• Full-time permanent employment
• Competitive benefits package where applicable
• Group retirement savings plan eligibility
• Opportunity to contribute to a growing organization with diverse construction industrial and resource-sector operations

What Success Looks Like

• Fleet vehicles and equipment are consistently work-ready with minimal downtime
• Maintenance repairs inspections and deficiencies are clearly tracked and followed up on
• Purchase orders invoices fuel card records and supporting documentation are accurate and up to date
• Parts repairs and services are coordinated efficiently and without unnecessary delays
• Fleet records and documentation are clean organized and audit-ready
• Communication between the shop field teams vendors and management is clear and timely
• Issues are identified early escalated appropriately and followed through to completion
• Internal teams have confidence that fleet-related requests and follow-ups are being managed effectively

Why Join Us

• Be part of a team focused on operational excellence and continuous improvement
• Play a key role in keeping equipment running efficiently and projects moving forward
• Work in a supportive team-oriented environment
• Gain exposure to fleet equipment maintenance and operational coordination across active construction and industrial projects
• Contribute to practical systems and processes that support safe efficient and reliable operations