Fleet Administrator

Valard Construction•Calgary, AB

5d•Onsite

About The Position

Our Substations team is currently looking to add a Fleet Administrator to the team, based in Calgary, AB. Reporting to the Fleet Supervisor, this position is responsible for providing clerical and administration support for rented vehicles and equipment to the Fleet department. This includes coordinating and overseeing rentals with the assistance of fleet staff located at operating locations and on projects across Canada.

Requirements

High school diploma or equivalent
3 years’ experience in an administrative support role
Knowledge of fleet dispatch and trucking regulatory environment across Canadian provinces
Experience supporting the appropriate tools, equipment, vehicles, and gear required for execution of work by operating divisions of Valard
Demonstrated computer software proficiency with Microsoft Office
Ability to work with a sense of urgency by demonstrating the ability to shift priorities to accomplish objectives
Excellent ability to clearly and effectively communicate information and clarify requirements both orally and in writing by creating reports, correspondence, contracts, requests, and other documentation
Applicants must have legal authorization to work in Canada with no restrictions.

Nice To Haves

JD Edwards experience
Experience with project or equipment administration

Responsibilities

Maintain rental contract packages (record terms in JDE equipment master, notify fleet supervisor/accounting of term changes, alert parties ahead of contract end-dates)
Manage full rental PO lifecycle in JDE
Generate POs, review open POs monthly (closing, cancelling, or extending as needed), track unit status through to return, and decide whether to return to vendor or pursue acquisition
Work with on-site fleet equipment trackers on acquisition, damages, and returns
Communicate with rental suppliers on contract issues as directed by the fleet supervisor
Source quotes and prepare cost comparatives to support supplier selection
Assist with administrative/paperwork for supplier meetings
Review vendor rental damage claims with the project team and report findings to ensure Valard is only liable for legitimate, at-fault damages
Work with fleet accounting and fixed assets to communicate fleet additions, removals, and buyouts
Support quarterly rental commitment analysis to keep classification and accounting treatment accurate
Create and close JDE purchase orders and work orders (rental and general)
Perform related receiving functions
Review unit binders as units enter the shop to ensure documentation is complete
Scan and file completed work orders in Fleet MFiles
Receive and distribute regulatory documents (insurance pink cards, IFTA/Prorate, permits)
Track units approaching certification expiry
Issue fuel cards
Create mechanic timesheets in mVolts
Manage spreadsheets and reporting
Work with Shop Supervisors to ensure Fleet documentation and compliance items are managed
Support Fleet Support Services Management with assigned tasks and projects