Fleet and Facility Services Coordinator

This position performs essential operational support for the Fleet and Facilities Services department in addition to the coordination of department projects tasks and continuous improvement initiatives. Working closely with the Manager FFS this position contributes to enhancing operational efficiency fostering organized workflow and supporting the departments overall service delivery.

KEY DUTIES AND RESPONSIBILITIES

Operational Activities (40%)

• Primary point of contact for public inquiries manages incoming calls and directs visitor flow at the Fleet Facility.
• Maintainsand updates multiple operational databases; gathers and recordsaccurateinformation from diverse sources.
• Coordinates vehicle bookings for staff as required.
• Ensures that any deficiencies on loaner county vehicles are reported to the Manager Fleet & Facility Services.
• Coordinates the updating of all manufacture warranties related to the fleet.
• Assists the Parts & Supplies Technician with supplies and inventory coordination.
• Coordinates and orders propane for various locations.
• Coordinates and communicates changes to all SharePoint libraries lists project folders checklists and more.
• Coordinates garment needs for staff including coveralls and shop coats.
• Assists the Manager Fleet & Facility Services with the filing and documentation of capital purchases as required.
• Coordinates office supply orders across the organization including water and coffee supplies.
• Coordinates quarterly meetings with various departments prepares agendas captures minutes and distributes updates to all affected parties.
• Assists the Fleet and/or Facilities Supervisor in preparing meeting agendas and coordinates and distributes the minutes during/following the meetings.
• Assists the Parts and Equipment Coordinator with supplies and parts pickups if needed.
• Coordinates meeting dates and compiles all safety meeting minutes and provides reports to the HR department.
• Assists the Facilities Coordinator in the preparation of the daily mail process.

Project Management and Procurement Support (35%)

Project Management Support

• Provide support to project managers including scheduling meetings preparing agendas tracking action items and maintaining project documentation.
• Assist the department in coordinating all department work plans including updating excel with project timelines deliverables dashboards simple Gantt-style schedules and status updates across internal teams and external partners.
• Maintain organized filing systems for project materials ensuring version control and compliance with corporate standards.
• Prepare presentation materials summaries and briefing notes for project reviews or leadership updates.

Procurement & Vendor Documentation Support

• Assist in preparing procurement documents such as Requests for Proposals (RFPs) Requests for Quotes (RFQs) and vendor evaluation templates.
• Coordinate the collection formatting and consolidation of information for procurement packages.
• Maintain and update templates checklists and standardized forms used in procurement and contract processes.
• Support vendor research initial information gathering and maintain preferred vendor lists.
• Help track procurement milestones submissions deadlines and evaluation activities.
• Assist in organizing bid submissions and ensuring documentation is complete compliant and stored appropriately.

Document Creation & Quality Assurance

• Draft edit and format professional documents spreadsheets and reports for internal and external use.
• Ensure all documents meet municipal/procurement formatting consistency and record-keeping standards.
• Conduct initial document reviews for clarity and completeness before routing for approvals.
• Maintain version control and ensure approved templates are used across the team.

Administrative Financial and Reporting (20%)

• Coordinates and tracks Fleet & Facility Services purchase orders
• Coordinates prepares and processes account payables and receivables for Fleet & Facility Services and assists other departments if required.
• Coordinates hourly personnel time sheets for all Fleet & Facility Services staff and forwards results to payroll in a timely fashion.
• Coordinates and verifies fuel consumption records orders fuel shipments as required and prepares monthly consumption reports for all county vehicles.
• Coordinates the renewal and payment all software and diagnostics for the department.
• Prepares correspondence monthly and yearly statistical reports.
• Assists Transportation Assistant in project costing.

Other Related Duties (5%)

• Acts as a resource for staff who need assistance with office suite programs and SharePoint
• Performs the duties of an Information Management Contact for the department.
• Undertakes special projects and assignments and performs other related duties as required by manager.
• Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.
• Adheres to all of Sturgeon Countys policies bylaws procedures and processes as well as align work to the Sturgeon County values.0

KNOWLEDGE EDUCATION QUALIFICATIONS SKILLS ABILITIES AND EXPERIENCE

The following are required in this position:

• Advanced computer knowledge and software applications.
• A strong understanding of records management systems in a digital environment.
• Experience and understanding of local government procedures and working understanding of the application of budgeting procedures.
• Post secondary diploma in Office Administration or equivalent.
• Electronic document management certification.
• Ability to read follow and understand processes procedures and policies to perform work in accordance with expectations.
• Ability to coordinate meetings coordinate complex calendar bookings and coordinate agendas.
• Ability to apply a forward-thinking approach while working to ensure that processes are efficient and operating as intended.
• Ability to coordinate vendor collaboration.
• Ability to take initiative be independent resourceful work under pressure and meet deadlines.
• Ability to work in a team environment or independently.
• Understanding of privacy regulations.
• Well-developed customer service skills.
• Strong Proficiency when using all Microsoft Office Programs (Excel Word PowerPoint and Outlook).
• Strong understanding of change management.
• Must possess strong professional verbal and written communication skills with a thorough grasp of grammar punctuation and proofreading employing courtesy tact and discretion in dealing with requests complaints and clarification of information.
• Attention to detail.
• Strong organizational and time management skills with the ability to set and manage a diverse workload and priorities while meeting deadlines.
• Strong focus on customer service including the ability to work effectively supporting multiple managers at once.
• Ability to apply sound judgment and being accountable for any decisions undertaken.
• Ability to work in a team environment or independently with the ability to take initiative and be self-motivated and demonstrate a commitment to continual learning.
• Proficiency with Microsoft Office suite of products and Adobe products.

The following are considered assets or preferences in this position:

• Change management training would be considered an asset.
• Project management training would be considered an asset.
• Capital lifecycle familiarity.

WORKING ENVIRONMENT AND PHYSICAL EFFORTS

• Job is performed in an office-like environment with exposure to a fleet shop environment and odors.
• The working environment is deadline driven and involves multitasking and managing priorities.
• This position works primarily indoors with limited physical requirements of walking bending standing or reaching.
• This position may have longer periods of time sitting/standing at a desk with visual concentration but the position has control over when to take breaks.
• Interruptions and distractions occur but are not expected to interfere with the ability to complete the work required.
• May occasionally be required to lift up to 20 pounds (9 kilograms).