The Fleet Coordinator is responsible for supporting the maintenance, compliance, procurement, and operational readiness of the fleet.

This role works closely with the Branch Manager, Fleet manager, Operations, technicians, vendors, and OEMs to ensure equipment is maintained safely, efficiently, and in compliance with company and regulatory requirements.

Preventive Maintenance & Compliance Coordination

- Coordinate and maintain the Sarens Preventive Maintenance Schedule for all fleet assets.
- Track and plan yearly technical inspections in coordination with the Fleet Supervisor, Site Supervisors, Warehouse, and Operations teams.
- Coordinate and track winch sampling schedules and follow-up requirements.
- Coordinate and track preventive maintenance (PM) services for fleet equipment.
- Track and coordinate CVIP inspections and NDT requirements to ensure regulatory compliance.
- Assist in scheduling equipment downtime and maintenance windows to minimize operational disruption.
- Maintain accurate maintenance records and ensure documentation is updated and accessible.
- Inventory of crane components in Sarplan.

Motion / Inspection Oversight
- Track, review, and assess daily and weekly equipment inspections completed through Motion and other inspection systems/forms.
- Monitor reported deficiencies, damage, and maintenance concerns identified during inspections.
- Communicate downtime requirements, repair priorities, and equipment status updates to Fleet Administration and Operations.
- Review Motion work orders and assist in coordinating repair actions and follow-up requirements.
- Ensure inspection deficiencies are properly documented, assigned, and closed out in a timely manner.

Fluid Life Program Management
- Review, monitor, and track Fluid Life analysis reports for fleet assets.
- Identify abnormal wear trends, contamination concerns, or potential component failures based on test results.




- Coordinate corrective actions and maintenance planning with the Fleet Supervisor based on Fluid Life recommendations.
- Maintain testing schedules and ensure samples are submitted within required intervals.
- Track historical trends and assist with proactive maintenance planning.

Procurement & Parts Coordination (Oversight of Fleet Procurement)
- Assist technicians and supervisors with sourcing parts through OEMs and third-party vendors.
- Support cost reduction initiatives through alternative sourcing methods, inventory optimization, and improved supply chain strategies.
- Coordinate with Procurement and Warehouse teams to track parts status, availability, shipping, and delivery timelines.
- Assist with parts ordering through Sarens HQ systems including Top Desk.
- Help identify critical spare parts requirements and assist in maintaining appropriate inventory levels.
- Support urgent breakdown and emergency parts procurement activities.

Service Requests & Vendor Coordination
- Liaise with OEMs, service providers, and third-party vendors regarding repairs, inspections, welding, and specialized service work.
- Coordinate external service schedules and communicate timelines to Operations and Fleet teams.
- Track vendor performance, repair progress, and service completion.
- Assist with obtaining quotations, service documentation, and repair records where required.
- Support warranty claims and OEM follow-up when applicable.

Technical Support




- Provide technical support and assistance to technicians where possible.
- Assist with locating and distributing schematics, drawings, technical manuals, and parts breakdowns.
- Support troubleshooting efforts through OEM resources and technical platforms.
- Coordinate with OEM technical departments for specialized support and guidance.
- Help maintain organized technical documentation and fleet records.

Samsara Oversight
- Support implementation, setup, and ongoing management of Samsara systems across the fleet.
- Monitor equipment connectivity and troubleshoot communication issues where required.
- Assist with tracking telematics data, alerts, and reporting functions.
- Coordinate with Operations and Fleet teams to ensure accurate asset tracking and utilization data.

Fleet Software & Subscriptions
- Manage fleet-related software and diagnostic subscriptions including:

o Jaltest o Cummins o Xentry o Lidos o Other OEM diagnostic and technical platforms
- Monitor subscription renewals, user access, and licensing requirements.
- Coordinate with vendors and internal users regarding software functionality and support.
- Assist technicians with access to diagnostic systems and technical platforms.

General Responsibilities
- Maintain strong communication with Operations, Fleet, Warehouse, Procurement, and Site teams.
- Support continuous improvement initiatives related to fleet reliability, compliance, and maintenance efficiency.
- Assist with reporting, tracking metrics, and fleet administration activities as required.
- Promote safe work practices and compliance with Sarens policies and procedures.

Pay: $90,000.00-$100,000.00 per year

Perks

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- RRSP match
- Vision care

Work Location: In person

📌 Fleet Coordinator (Ayr)
🏢 Sarens Canada
📍 Ayr