Fleet Management Coordinator - Cambridge, Canada - Region of Waterloo

Region of Waterloo

Verified Company

Cambridge, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Our Story:

Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach.

Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

The Role:

Coordinates planning and scheduling of in-house and contracted maintenance of corporate and police vehicles and equipment (excluding transit), including preventive maintenance, repairs, quality assurance, rentals, and warranty administration.

Communicates with clients including police regarding vehicle and equipment service requirements, logistics, and status.

Duties/Responsibilities:

Coordinates daily planning and scheduling of maintenance, repairs, and service with clients, staff/management, technicians, and contracted vendors (e.g., preventive/predictive maintenance, repairs, warranty, contract services, vehicle/equipment rentals, accident-related repairs, vehicle logistics, emissions testing).

Acts as a system administrator of the fleet management system (FMS), including administering procedures, entering information including work orders, and maintaining data.

Provides support to management by researching and obtaining data related to vehicles/equipment and benchmarking standards. Runs and maintains reports and related documentation for management, clients, and other agencies, as directed.

Runs preventive/predictive maintenance forecast reports and assists management to coordinate the development of work schedules. Implements approved schedules.

Sources parts and vehicle/equipment information. Updates FMS and completes documentation (e.g., warranty guidelines/standards, cost analysis reports, vendor records).

Administers warranty program for vehicles/equipment, including manufacturer warranties, replacement parts, and contract services. Maintains documentation.

Coordinates vehicle rental program, including administrative functions and transportation logistics with clients and vendors.

Maintains manuals, documentation, information, and other records for the Section to ensure compliance (e.g., WHMIS manual, health and safety reports, collision reports, equipment/vehicle license records, emissions testing, Commercial Vehicle Operator Registration (CVOR)).

Responds to inquiries related to vehicles/equipment and forwards information/concerns to management or lead hands, as required.

Maintains an inventory of shop equipment and tools, and schedules maintenance and replacement per established guidelines.

Purchases/obtains licenses, certifications, vehicle renewals/stickers, and parts/equipment per established criteria, and in collaboration with management and procurement staff. Has a P-card. Coordinates renewal pick-up/deliveries and payments at the licensing office.

Performs related duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge of vehicles, equipment, and fleet management/maintenance and repair, including administration, preventive/predictive maintenance practices/planning/scheduling, warranty management, parts/equipment sourcing, rentals, and office procedures, acquired through a 2-year college diploma in a related field (e.g., automotive business) plus 3 years of related experience in a fleet or automotive service environment, or an equivalent combination of education and experience, such as Grade 12 plus related training/courses through a automotive dealership/automotive training centre (e.g., service advisor) plus 5 years of related experience in a fleet/automotive service environment.

Knowledge of and ability to comply with policies, procedures, related legislation (e.g., Workplace Hazardous Materials Information System (WHMIS), motor vehicle legislation and safety act, Highway Traffic Act, Transport Canada), industry safety standards, and emissions testing program standards.

Organizational, research, and problem-solving skills to plan and coordinate maintenance/repair schedules to meet established requirements/schedules; maintain records; source parts/equipment; and run and analyze reports.

Communication and human relations skills to respond to inquiries related to vehicles/equipment; exchange information with vendors and businesses; follow up with staff and management regarding work status/completion; exchange information with clients, vendors, and agencies; and participate as an effective team member.

Ability to read and understand vehicle/equipment manuals and specifications/details, work orders, policies, and procedures. Ability to complete work orders, purchase req