Position: Fleet Coordinator

Reporting To: Supply Chain Manager

Summary

The Fleet Coordinator is responsible for overseeing the administration, compliance, and efficiency of Bee-Clean’s vehicle fleet. This role manages all aspects of fleet operations, including registration, insurance, maintenance, fuel programs, budgeting, and recordkeeping. The Fleet Administrator ensures that all vehicles are operated in compliance with local and provincial regulations, while implementing best practices to improve safety, performance, and cost efficiency. In addition, the role provides leadership in planning vehicle acquisitions and replacements, developing operational standards, and supporting staff to achieve company objectives.

Primary Responsibilities

Fleet Administration & Maintenance Coordination

- Maintain accurate fleet records, including vehicle inventory, registrations, insurance, inspections, warranties, maintenance history, fuel information, and disposal documentation.
- Receive and coordinate vehicle maintenance and repair requests from branches and departments.
- Schedule preventative maintenance, inspections, repairs, warranty work, and other required vehicle services.
- Coordinate with dealerships, repair facilities, glass vendors, rental agencies, and other service providers.
- Obtain and review estimates and supporting documentation, and compare repair or service options when required.
- Monitor repair progress and follow up on delays, outstanding parts, and vendor commitments.
- Coordinate vehicle pick-ups, deliveries, rentals, and transportation requirements.
- Monitor vehicle condition, service intervals, and lifecycle information to support fleet planning.
- Assist with vehicle acquisitions, replacements, disposals, and transfers.
- Support compliance with applicable vehicle registration, insurance, licensing, and regulatory requirements.

Driver Administration & Fleet Compliance

- Maintain driver qualification and fleet compliance records.
- Coordinate driver’s abstracts, licence verifications, and other required driver documentation.
- Track licence expirations and renewal requirements.
- Assist with fleet-related onboarding requirements for new drivers.




- Maintain insured driver records and assist with ongoing fleet compliance requirements.

Fuel & Fleet Cost Administration

- Administer the Company’s fuel program, including fuel card allocation, usage tracking, recordkeeping, and reporting.
- Monitor fuel and maintenance expenditures and escalate discrepancies or irregularities for review.
- Maintain information required for fleet budgeting, forecasting, and cost analysis.

Procurement & Purchase Order Administration

- Create, issue, and track purchase orders and maintain supporting procurement records.
- Monitor outstanding purchase orders, approvals, deliveries, and discrepancies.
- Confirm receipt of goods and services and coordinate documentation for approval and payment.
- Support the purchasing of vehicles, equipment, supplies, uniforms, and other operational requirements.

Vendor & Supplier Coordination

- Act as an administrative point of contact for vendors, suppliers, dealerships, and service providers.
- Request quotations, pricing, product information, and supporting documentation.
- Compare vendor and supplier options to support purchasing decisions.
- Assist with vendor onboarding, account setup, and maintenance of supplier records.
- Coordinate and follow up with vendors regarding orders, shipments, pricing, repairs, service issues, and other outstanding requirements.

Invoice & Cost Administration

- Collect and organize vendor and supplier invoices.
- Match invoices against purchase orders and supporting documentation and verify pricing, quantities, and services.
- Follow up on discrepancies and route invoices for appropriate review and approval.
- Support departmental budget tracking, forecasting, and expenditure reporting.

Inventory & Warehouse Administration

- Maintain accurate inventory records and assist with monitoring stock levels and reorder requirements.




- Support inventory counts and investigate and report inventory discrepancies.
- Monitor product availability and identify obsolete, damaged, or slow-moving inventory.
- Track incoming and outgoing inventory, branch transfers, and inventory requests.
- Coordinate delivery and shipment information.
- Support uniform inventory and distribution and the ordering of supplies and equipment.

Supply Chain Coordination

- Monitor supplier lead times, product availability, order status, delayed shipments, and backorders.
- Communicate relevant order and shipment updates to branches and internal stakeholders.
- Assist with inventory replenishment, supply planning, and forecasting activities.

Reception & General Administrative Support

- Provide reception coverage as required, including greeting and directing visitors.
- Answer, screen, and redirect incoming telephone calls and general inquiries.
- Receive and coordinate incoming deliveries, couriers, mail, and other correspondence.
- Maintain a professional and welcoming reception area during coverage periods.
- Provide general administrative support, including meeting coordination, document preparation, filing, and data entry.

Reporting & Documentation

- Maintain departmental trackers, records, databases, and filing systems.
- Prepare routine fleet, procurement, inventory, purchasing, and operational reports.
- Maintain KPI and activity tracking as required.
- Ensure departmental records are accurate, current, organized, and readily accessible.

General Operational Support

- Follow up on outstanding departmental requests, approvals, and action items.
- Coordinate meetings, appointments, and supporting documentation as required.
- Act as a point of coordination between vendors, branches, warehouse operations, management, and other internal departments.
- Assist with maintaining fleet and operational procedures and processes.
- Perform other related duties as assigned based on departmental and operational requirements.

Pay: $55,000.00-$60,000.00 per year

Advantages:

- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Fleet Coordinator (Edmonton)
🏢 Bee-Clean Building Maintenance
📍 Edmonton