Fleet Administrator (Ontario)
Valard Construction•Hanover, ON
•Onsite
About The Position
Our Distribution group is currently looking to add a Fleet Administrator to our growing team, based in Hanover, ON. Reporting to the Fleet Manager, we are seeking an experienced administrator to provide support for our fleet program in Ontario. This is an office-based, detail-oriented role focused on recordkeeping, documentation, filing, data entry, and correspondence. We're looking for a go-to person for keeping fleet paperwork organized, accurate, and up to date, supporting the broader team with reports, scheduling, and administrative follow-through.
Requirements
- Proven experience providing administrative support, including supporting documentation and systems management at a corporate level
- Strong MS Office skills, including advanced Excel functions
- At least (3) years of experience in an office setting
- Strong communication, time management and organization skills
- Applicants must have legal authorization to work in Canada with no restrictions.
Nice To Haves
- Previous experience with JD Edwards
- Experience with AI programs
- Strong preference to experience in the automotive/ heavy equipment industry
Responsibilities
- Track vehicle maintenance schedules and coordinate service appointments with vendors, repair shops and with in-house technicians
- Monitor and order fuel cards, and update spreadsheets as required
- Maintain fleet management software/systems and ensure data accuracy (JDE locations, SharePoint, Excel)
- Enter and update fleet data (vehicle details, mileage, service history, assignments) in spreadsheets and JDE
- Maintain digital and physical filing systems, ensuring documents are properly labelled, stored, and retrievable
- Track expiration dates for inspections, permits, and certifications, and send reminders ahead of deadlines
- Draft and send routine emails and notices to drivers, vendors, and internal departments
- Answer calls and emails related to fleet and route inquiries. Direct them to the appropriate team member
- Coordinate paperwork for new vehicle onboarding and vehicle retirement/disposal as directed by management
- Complete invoicing processes and purchase order creation/completion
- Prepare weekly timesheets for the team members
Benefits
- 5% RRSP matching program
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
