Fleet Administration Specialist

Superior Plus Propane Talent Acquisition • Calgary, AB

21h • CA$58,300 - CA$72,500 • Hybrid

About The Position

The Fleet Administration Specialist works closely with Fleet Managers, Operations, Finance, Procurement, Safety, external service providers, government agencies, fleet management providers, technology vendors, and regional stakeholders to support compliant, efficient, and timely fleet operations across the organization.

Requirements

• High school completion required.
• Minimum three (3) years of related experience in fleet administration, transportation administration, asset administration, compliance administration, equipment administration, or a similar operational support role.
• Experience working with fleet management systems, telematics systems, fuel card platforms, Microsoft Excel, Outlook, Word, and shared document repositories.
• Working knowledge of vehicle records, licensing, registration, inspection documentation, fuel administration, vendor invoices, and fleet reporting processes.

Nice To Haves

• Community college diploma or equivalent training in Business Administration, Transportation, Logistics, Fleet Management, Accounting, or a related field is preferred
• Experience with Holman, Samsara, WEX, Petro-Canada, or similar platforms is an asset.

Responsibilities

• Maintain accurate and complete vehicle master records in fleet management systems, including unit number, VIN, location, ownership, status, asset type, license information, fuel card information, and related documentation
• Support new vehicle onboarding by coordinating required documentation, system setup, licensing readiness, fuel card administration, telematics coordination, and in-service administration
• Administer fleet data in systems such as Holman, Samsara, fuel card platforms, licensing portals, and other fleet-related applications
• Administer fuel card issuance, replacement, suspension, termination, and driver PIN processes
• Prepare, maintain, and distribute recurring fleet reports including vehicle lists, fuel reports, mileage reports, sold vehicle lists, licensing status reports, exception reports, and other operational reporting
• Support vendor administration activities including vendor setup, documentation, invoice review, invoice coding, and payment support
• Document recurring administrative processes and support the development of fleet SOPs, checklists, templates, and process maps

Benefits

• Competitive health benefits right from the start including health & wellness spending accounts & maternity leave top-up.
• Access our employee assistance program for confidential counseling, mental health support, and various resources to help you navigate life’s challenges.
• We offer a highly competitive salary package, ensuring that your hard work and dedication are recognized and rewarded accordingly.
• We offer flexible hybrid work options to help you manage your personal and professional commitments.
• Work with state-of-the-art tools and technologies that empower you to excel in your role and stay at the forefront of industry trends.
• Comprehensive benefits and retirement plans with matching contributions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED