Fleet Coordinator

IKO North America•Mississauga, ON

11d•CA$56,000 - CA$65,000•Onsite

About The Position

The Fleet Coordinator supports the Fleet Manager in the day-to-day administration, coordination, and tracking of the company’s national corporate vehicle fleet. This role assists with vehicle records, and reporting across multiple provinces and operating companies. The Fleet Coordinator plays a key role in ensuring fleet data accuracy, timely processing of requests, and consistent communication to drivers, internal departments, and external vendors, while adhering to company policies and regulatory requirements.

Requirements

Post Secondary Degree is required
Minimum four years automotive sector experience required
Proficiency with MS Office (Excel, Outlook, Word)
Ability to learn internal systems (finance, purchasing, insurance portals)
Strong planning and scheduling skills
Reliable follow‑through on time‑sensitive tasks
Strong teamwork, collaboration skills. willingness to support evolving processes
Professional, dependable work ethic

Nice To Haves

Exposure to fleet management or automotive administration
Knowledge of vehicle licensing or insurance processes
Bilingual (English/French) for policy and driver support
Experience working across multiple legal entities or divisions

Responsibilities

Manage all records for active, sold, and disposed vehicles, including ownership documents, VINs, driver assignments, costs, option payments, requisitions, insurance slips, repairs, recalls, and licensing information.
Maintain accurate spreadsheets and supporting documentation for audit and reporting purposes.
Coordinate the full lifecycle of vehicle purchases and sales, including: Managing vehicle request approvals, Working with dealers to order or source vehicles, Handling trade-ins and direct sales in compliance with Revenue Canada rules, Creating requisitions, invoices, and supporting documentation, Ensuring timely payment and proper closing of transactions.
Maintain working relationships with approved dealer partners and manufacturer fleet representatives. Negotiate pricing, source vehicles for each model year, establish and maintain fleet discount programs, and monitor vehicle orders through manufacturer portals.
Assist in preparing and managing requisitions for all vehicle purchases, ensure proper approvals, and coordinate PO creation through internal purchasing teams.
Set up new vendors by completing vendor maintenance and EFT forms, validating GST information, and coordinating with master data management teams.
Provide guidance to drivers on: Vehicle options and option payments, Maintenance, repairs, warranties, and recalls, Insurance claims and rentals, Windshield repairs, accessories, tires, and approved service locations, Ticket, toll, and fine resolution.
Ensure all vehicle plates and registrations are current across all provinces, including managing province-specific renewal requirements. Coordinate payments, plate transfers, cancellations, and maintain original ownership documentation.
Manage fleet insurance documentation and renewals, distribute insurance slips to drivers, and act as liaison with insurance providers.
Open, track, and resolve claims, ensuring timely repair or replacement of vehicles.
Track and reconcile option payments, reimbursements, repair taxes, toll charges, and fines. Coordinate with Accounts Payable and Credit teams to ensure funds are collected, refunded, or reimbursed correctly and on time.
Manage fuel card programs (Shell, Petro-Canada, Federated Co-op), issue and track cards, educate drivers on usage, and maintain 407 transponder accounts and related tracking spreadsheets.
Maintain and update vehicle policies and forms in English and French, including vehicle request forms.
Support the development of standardized processes, reporting, and online forms to improve fleet visibility, compliance, and efficiency across all operating companies.