Fleet Coordinator

IKO Industries Ltd. is a market leader in the manufacturing of roofing and building materials. IKO is a Canadian owned and operated business with production facilities worldwide and has many years of unparalleled success in the roofing materials industry. Quality integrity and trustworthiness are the values that underlie this success and we have built this company by hiring people who hold these values. People like you!

Job Description

The Fleet Coordinator supports the Fleet Manager in the day-to-day administration coordination and tracking of the companys 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.

Benefits

• Competitive salary - $56000-$65000 based on experience
• Health Insurance (includes Virtual Health and HCSA) Dental Insurance Vision Insurance
• Life Insurance Long-term Disability Short-term Disability
• RRSP Match
• Paid Vacation
• Floating Days
• Employee Assistance Program
• Employee Engagement Events
• Awards and Recognition
• Tuition reimbursement
• Service Awards
• Employee Perks & Discounts

Job 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 and 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 on vehicle options and option payments maintenance repairs warranties and recalls insurance claims and rentals windshield repairs accessories tires and approved service locations and 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.

Qualifications

• Post Secondary Degree is required
• 4 years of experience in automotive sector experience required
• Willingness to travel (10-15%)
• Exposure to fleet management or automotive administration
• Bilingual (English/French) is a strong asset for policy and driver support
• Experience working across multiple legal entities or divisions
• High attention to detail and accuracy
• Ability to maintain validate and reconcile fleet databases
• Comfortable tracking vehicle lifecycle data (active sold disposed)
• Clear written and verbal communication skills
• Professional and responsive stakeholder communication
• Basic understanding of provincial vehicle licensing requirements
• Ability to track payments reimbursements tolls and fines
• Basic understanding of AP/AR processes and approvals
• Professional vendor communication and followup
• Proficiency with MS Office (Excel Outlook Word)
• Ability to learn internal systems (finance purchasing insurance portals)
• Ability to troubleshoot standard fleet issues
• Strong planning and scheduling skills
• Reliable followthrough on timesensitive tasks

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Benefits of Employment: IKO recognizes that its success is due to the strength of its employees. A primary goal of IKO is to promote individual employees sense of accomplishment and contribution so that employees enjoy their association with IKO. The Company invests in its employees so that they are the most knowledgeable in the industry and undertakes great efforts to nurture loyalty to and teamwork at IKO. We are pleased to offer competitive compensation health care a progressive and challenging workplace and a commitment to teamwork and integrity.

Diversity and Equal Opportunity Employment: IKO Industries Ltd. is an equal opportunity employer. We are committed to diversity and inclusion and are pleased to consider all qualified applicants for employment without consideration to race religion creed color national origin age gender sexual orientation marital status veteran status or Industries Ltd. encourages and welcomes applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.