Overview

We are seeking a dynamic and highly organized Coordinator of Fleet Services to join our team. This vital role requires a strong administrative background combined with technical knowledge of fleet management, manufacturing processes, and industrial maintenance. As a key player in our operations, you will oversee the coordination and maintenance of our vehicle fleet, ensuring optimal performance, compliance, and safety.

If you thrive in a fast-paced environment and possess exceptional organizational skills, this opportunity is perfect for you to make a significant impact.

Reports To: Manager of Maintenance Department

Core Purpose & Mission Statement The Core Purpose of the Ottawa Mission is to reflect Jesus’ love in serving the homeless, the hungry, and the lost.

Our Mission is to provide food, shelter, clothing and skills, and offer healing, faith and hope for building a wholesome life

Vision & Values

Our Vision is that all the hurting, hungry and lost in Ottawa find HOPE, HEALING & HOME

Our Values are Acceptance, Respect, Compassion, Integrity and Independence

Position Purpose

Reporting to the Manager of Maintenance, the Vehicle Services Coordinator is responsible for vehicle administration, maintenance and servicing. They will be responsible for scheduling all vehicle related appointments (i.e., maintenance checks, tire changes, emergency repair, etc.) and keeping concise tracking records for each vehicle.

The Vehicle Services Coordinator is also responsible for picking up donations from the homes of private donors and various organizations ensuring interactions with all donors are polite and respectful.

They must comply with applicable legislation, including safe operation, carriage of goods and occupational health and safety and have a clean driving abstract.

MAJOR RESPONSIBILITIES

Vehicle Administration

- In collaboration with the Controller, assist in managing the vehicle insurance portfolio
- Manage Ownership and Registration for all vehicles
- In collaboration with the Controller, manage Gas Cards for all vehicles (One Esso / One Petro Canada)
- In collaboration with the Controller, manage Gas Card PIN# for all drivers cards




- Ensure registrations/insurance slips/gas cards are in the vehicles with regular inspections

- Maintain and update as necessary Driver’s List (for internal knowledge and insurance company)
- Ensure all authorized drivers have an up-to-date clean Driver’s Abstract and provide copies to the insurance company
- Ensure all Driver’s Abstracts are updated every year

Vehicle Service & Maintenance

- Keep weekly record of mileage for all vehicles
- Weekly inspection of all vehicles
- Organize all regular maintenance checks with dealership for all vehicles, including winter and spring tire changes

- Track tire storage for all vehicles
- Organize undercoating appointments for all vehicles
- Organize appointments for all emergency repairs
- Ensure all vehicles are supplied with extra windshield wiper fluid

- Ensure all vehicles are winter ready, including being in good working order, snow brushes, emergency shovel, etc.
- Maintain a charged battery booster at all times
- Maintain accurate and complete records associated with the servicing of vehicles

- Provide feedback to management regarding dealership problems, mechanical problems, repairs needed and/or done, issues, concerns, etc.
- Report vehicle defects, accidents, traffic violations, or damage to the vehicles to appropriate personnel
- Complete all necessary paperwork at the end of the shift, including daily logs, inspection logs, vehicle inspection, and hours of service

- Comply with applicable legislation, including safe operation, carriage of goods and occupational health and safety

Driver

- Schedule donation pick-ups from private donors

- Pick-up and drop-off mail to Canada Post
- Assist with pick-ups and deliveries for special events for the Development Office and other departments as necessary
- Assist Kitchen Services with pick-ups and deliveries of food donations,



etc., as necessary

- Assist in transport and purchase supplies for various departments
- Facilitate the disposal of unwanted items, i.e., dump runs, etc.
- Other duties as assigned from time to time

OTHER REQUIREMENTS

Education

- University Degree or College Diploma in Business Administration or Transportation Administration
- Drivers Education Certificate preferred

Experience

- Minimum 2 years’ experience in Fleet Administration

Qualifications

- Basic automotive and vehicle experience
- Valid 'G' Class Driver’s License with a clean driver’s abstract (Must be able to provide a copy of abstract)

- Excellent driving skills
- Good oral and written communication skills
- Excellent administrative skill with attention to detail and the ability to multi-task
- Proficient in Microsoft Word & Excel

- Ability to work in a very fast paced setting
- Ability to lift up to 50 lbs
- Must be a self-starter with a sense of urgency
- Must be able to work with minimal supervision

- Flexibility in work hours, including early mornings
- Bilingualism (English/French) considered an asset

Working Conditions

- High degree of physical activity involving: walking, standing, sitting, climbing stairs, bending, lifting, driving

- Ability to lift up to 50 lbs
- Ability to drive in all weather conditions and all traffic conditions
- Ability to maintain alertness while driving
- Must be comfortable working in a challenging environment that has the potential for confrontation and/or exposure to violence

We thank all applicants for their interest in The Ottawa Mission, however, due to the volume of resumés we receive, only those selected for interview will be contacted. ACCOMMODATION IS AVAILABLE, UPON REQUEST, FOR ALL APPLICANTS WITH DISABILITIES THE OTTAWA MISSION IS AN EQUAL OPPORTUNITY EMPLOYER

Pay: $59,200.00-$67,700.00 per year

Benefits

- Casual dress
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- Paid time off
- RRSP match
- Tuition reimbursement
- Wellness program

Work Location: In person

📌 Coordinator of Fleet Services - Strong administrative background required (Ottawa)
🏢 The Ottawa Mission's Chef Ric's
📍 Ottawa