Fleet Administration

Clearway•Vaughan, ON

41d•CA$60,000 - CA$62,000•Onsite

About The Position

At Clearway, we are committed to every project and pride ourselves on a keen work ethic and the talent and skill of our people. The Clearway Staff is the reason why so many organizations turn to us for the most complex construction assignments. We have evolved from a sewer and watermain contractor to one of Canada’s most reputable construction companies with as many capabilities as there are needs. Clearway has been operating for more than 50 years, specializing in sewers and watermains, transportation, dry utilities, shoring, road reconstruction, concrete forming, marine, environmental remediation and treatment plants / pumping stations. If you are looking to work for a growing company who values the contribution of its employees and you demonstrate creativity, ingenuity, initiative and a high-level commitment then we are the company for you. We offer challenging and rewarding career opportunities, with room to grow, learn and excel. We’re looking for a motivated and detail-oriented Fleet Administrator to join our Fleet & Administration team. This role is responsible for maintaining accurate fleet records, supporting asset capitalization and depreciation tracking, and processing vendor invoices with proper G/L coding. Reporting to the Director of Fleet Systems and Administration, the Fleet Administrator provides administrative and financial support for the management of company owned and leased vehicles and equipment. The ideal candidate is highly organized, detail oriented, and comfortable working across Fleet, Finance, and Operations to ensure fleet documentation, costs, and approvals are accurate and timely.

Requirements

Post-secondary education in Business Administration, Accounting, Finance, or a related field
2–5 years of experience in fleet administration, asset management, accounting support, or a similar role
Strong understanding of invoice processing, G/L coding, and cost centers
Experience supporting fixed asset accounting and reconciliations
Proficiency with ERP/accounting systems and strong Excel skills
Highly organized with exceptional attention to detail
Strong communication skills and the ability to work cross-functionally

Nice To Haves

Experience in construction, transportation, logistics, or equipment-intensive industries is an asset

Responsibilities

Maintain accurate records for all fleet assets including vehicles, equipment, and trailers
Manage asset documentation including ownership, lease agreements, registrations, and inspections
Support asset onboarding and offboarding processes
Coordinate purchase orders including issuing, tracking, and close out
Coordinate with vendors to resolve billing discrepancies and documentation issues
Process vendor invoices related to fleet maintenance, rentals, fuel, and services
Ensure invoices are accurately coded to the correct G/L accounts, cost centers, and assets
Support asset capitalization and depreciation tracking in coordination with Finance
Maintain fixed asset records and assist with asset disposals and transfers
Support monthly reporting, accruals, and reconciliations related to fleet expenses
Support internal controls and audits related to fleet assets and costs
Maintain compliance documentation including insurance, licensing, and inspection records
Work closely with Finance to ensure alignment between fleet records and accounting systems