Fleet Coordinator

Fleet Coordinator

Location: Kamloops, BC

Status: Permanent, Full-time

Wage Range: $29.00 – $34.00 per hour, depending on experience and qualifications

Schedule: Monday to Friday, with flexibility required based on operational needs

Reports To: Fleet Manager

About the Role

We are looking for a highly organized, detail-oriented, and proactive Fleet Coordinator to support the day-to-day operations of our equipment, fleet, and maintenance program.

This role is critical in helping keep our fleet running efficiently, minimizing downtime, and ensuring clear communication between the shop, field teams, project teams, and vendors. The Fleet Coordinator will support maintenance tracking, repairs, inspections, purchase orders, parts coordination, fuel card management, fleet system administration, and fleet documentation.

This position requires someone who is comfortable working in a fast-paced, high-accountability environment where priorities can shift quickly and follow-through is essential. The successful candidate will take ownership of tasks, stay organized, communicate proactively, and help ensure our fleet remains work-ready to support ongoing operations.

If you enjoy problem-solving, coordinating moving parts, and keeping things running smoothly behind the scenes, this role may be a strong fit for you.

Key Responsibilities

Fleet & Maintenance Coordination

• Coordinate and track maintenance, repairs, inspections, and service requirements for fleet vehicles and equipment
• Review pre-use inspections and identify maintenance or repair items requiring follow-up
• Ensure reported deficiencies are documented, tracked, and addressed in a timely manner
• Support scheduling of repairs, inspections, servicing, and preventative maintenance
• Monitor equipment availability and help reduce downtime across the fleet
• Assist with tracking equipment hours, usage, service intervals, and repair status
• Coordinate with supervisors, operators, mechanics, and vendors to ensure equipment needs are addressed

Fuel Card Management

• Manage fleet fuel cards, including issuing, tracking, cancelling, and reconciling usage
• Monitor fuel card transactions for accuracy and appropriate use
• Maintain organized records related to fuel cards and fuel usage
• Follow up on discrepancies, missing receipts, or unusual transactions as required

Procurement & Parts Management

• Create and manage purchase orders for parts, services, repairs, and maintenance-related expenses
• Source and order parts from vendors in a timely and cost-effective manner
• Track parts orders, backorders, delivery timelines, and vendor follow-up
• Coordinate with the shop and field teams to ensure required parts and materials are available when needed
• Ensure accurate documentation and cost tracking for all purchases
• Support invoice review, coding, and reconciliation as required

Systems & Tracking

• Monitor and manage fleet data through Samsara, including GPS tracking, diagnostics, alerts, and equipment information
• Maintain accurate digital records of service history, inspections, certifications, repairs, and compliance documentation
• Track equipment utilization, maintenance status, and outstanding repair items
• Keep fleet records organized, current, and audit-ready
• Identify gaps in tracking, documentation, or processes and support continuous improvement

Communication & Coordination

• Act as a key point of coordination between the shop, field teams, project teams, vendors, and management
• Follow up on outstanding repairs, service requests, inspections, and parts with vendors and internal teams
• Provide regular updates on fleet status, outstanding items, and repair timelines
• Escalate delays, issues, bottlenecks, or urgent repair needs proactively
• Support clear communication to ensure equipment needs are understood and addressed

Compliance & Documentation

• Maintain organized records for inspections, certifications, maintenance logs, repairs, and service documentation
• Support compliance with company policies, safety requirements, and applicable regulatory standards
• Assist with documentation required for audits, project requirements, insurance, and internal reporting
• Ensure equipment and fleet files are accurate, complete, and accessible
• Support safety-focused fleet practices by ensuring deficiencies and service requirements are properly documented and followed up on

What You Bring

• Strong organizational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Clear and professional communication skills
• Strong follow-up skills and a sense of urgency
• Experience with purchase orders, inventory, parts ordering, fleet coordination, or maintenance administration is considered an asset
• Comfortable using technology, digital tracking systems, and fleet management platforms
• Experience with Samsara or similar fleet management systems is considered an asset
• Ability to work collaboratively with shop, field, operations, and administrative teams
• Strong problem-solving skills with a proactive, solutions-focused approach
• Ability to take ownership of tasks and follow through without constant direction
• Practical understanding of equipment, vehicles, maintenance, or construction operations is considered an asset
• Ability to remain calm, organized, and professional when priorities shift

Qualifications

• Previous experience in fleet coordination, maintenance administration, parts coordination, procurement, dispatch, or a related role is preferred
• Experience in construction, civil works, mining, transportation, equipment rental, or heavy industry is considered an asset
• Proficiency with Microsoft Office, Outlook, Excel, and digital tracking systems
• Experience with purchase orders, invoices, vendor coordination, and basic cost tracking is preferred
• Valid Class 5 driver's licence is preferred
• Must be eligible to work in Canada

Working Conditions

• Office-based role in Kamloops, BC, with regular communication with shop and field teams
• Occasional visits to shop, yard, or project locations may be required
• Fast-paced environment with competing priorities and time-sensitive operational needs
• May require occasional flexibility outside regular business hours to support urgent fleet or equipment requirements

Compensation & Benefits

• Wage range of $29.00 – $34.00 per hour, depending on experience and qualifications
• Full-time, permanent employment
• Competitive benefits package, where applicable
• Group retirement savings plan eligibility
• Opportunity to contribute to a growing organization with diverse construction, industrial, and resource-sector operations

What Success Looks Like

• Fleet vehicles and equipment are consistently work-ready with minimal downtime
• Maintenance, repairs, inspections, and deficiencies are clearly tracked and followed up on
• Purchase orders, invoices, fuel card records, and supporting documentation are accurate and up to date
• Parts, repairs, and services are coordinated efficiently and without unnecessary delays
• Fleet records and documentation are clean, organized, and audit-ready
• Communication between the shop, field teams, vendors, and management is clear and timely
• Issues are identified early, escalated appropriately, and followed through to completion
• Internal teams have confidence that fleet-related requests and follow-ups are being managed effectively

Why Join Us

• Be part of a team focused on operational excellence and continuous improvement
• Play a key role in keeping equipment running efficiently and projects moving forward
• Work in a supportive, team-oriented environment
• Gain exposure to fleet, equipment, maintenance, and operational coordination across active construction and industrial projects
• Contribute to practical systems and processes that support safe, efficient, and reliable operations