Operations Coordinator - Fleet Licensing & Insurance (6 Months Contract)

Welcome to Foss Group of Companies — Where Values Drive Everything, We Do 

For over 60 years, the Foss Group of Companies has been a leader in the automotive industry, home to two trusted brands: Roy Foss and Foss National Leasing. Our success is driven by our incredible team. These are dedicated and passionate individuals who embody our core values daily, building a reputation for excellence in retail, fleet, service, and innovation.

At Foss Group of Companie, we are guided by five principles:

• Glad to be here – We show up with positivity and pride.  

• Sweat the small stuff – Details matter, and we get them right.  

• Show up for each other – We succeed as a team.  

• Walk the talk – We lead by example.  

• Set the standard – We raise the bar.  

We are proud of the long-standing relationships we've built with our clients, customers, and our team members. When you join Foss Group of Companies, you're joining a company that leads with heart, acts with integrity, and invests in your growth. If you want a workplace where your impact is celebrated, you've found your next move.

Salary Range: $25.00/ hour - $30.00/hour (based on experience)

About the Current Open Role

We are seeking a highly organized, detail-oriented and proactive Operations Coordinator - Fleet Licensing & Insurance (6 Months Contract - with potential extension)  to support a national fleet transition.

The successful candidate will be responsible for coordinating and executing administrative activities related to vehicle licensing, registration updates and insurance documentation. This includes working with provincial licensing agents, insurance brokers and internal stakeholders to ensure accurate records, timely processing and completion of project deliverables.

This is a hands-on role requiring strong organizational skills, attention to detail and the ability to manage high-volume administrative tasks while meeting established deadlines.

This position offers a hybrid work arrangement, requiring in-office presence 2 to 3 days per week at our Markham office.

Key Responsibilities

Vehicle Licensing & Registration

· Coordinate and process vehicle registration updates and replacements across Canadian provinces.

· Work with provincial licensing agents to obtain documentation requirements and processing timelines.

· Prepare, review and submit registration documentation.

· Track outstanding registrations, follow up on pending requests and resolve discrepancies.

· Validate completed registrations and maintain accurate vehicle records in internal systems.

Insurance Administration

· Coordinate insurance documentation updates with brokers and internal stakeholders.

· Request, review and track certificates of insurance and policy endorsements.

· Verify insurance documentation for completeness and accuracy.

· Follow up on outstanding information and escalate discrepancies as required.

· Maintain accurate insurance records in internal systems.

Project Coordination & Reporting

· Maintain a centralized project tracker to monitor progress

· Monitor project milestones, deadlines and outstanding activities.

· Prepare regular progress reports highlighting completed transactions, outstanding items and potential delays.

· Coordinate with internal teams and external vendors to ensure timely completion of project activities.

· Identify opportunities to streamline administrative processes and support final project reconciliation.

What You'll Bring

· Minimum 2 years of experience in administration, operations or project coordination.

· Experience managing high-volume administrative tasks, documentation and data tracking.

· Strong Microsoft Excel skills, including reporting and data reconciliation.

· Excellent organizational, communication and problem-solving skills.

· Strong attention to detail, with the ability to work independently, manage competing priorities and meet deadlines.

· Experience working with internal teams and external stakeholders.

· Experience in fleet management, vehicle licensing, insurance administration or Salesforce is an asset.

What We Offer:  

· Competitive compensation.

· Employee team building and social events.

· Learning and development programs for all team members. 

· Growth potential within our organization. 

· Employee discount programs.

· Foss purchase and service program.

· Employee referral and recognition programs.

Our Commitment to Equal Opportunity

At Foss Group of Companies, we are dedicated to creating a workplace where everyone feels welcome and has the opportunity to thrive. We believe that a diverse and inclusive team is not only our strength, but it also drives innovation and helps us better serve our customers and community.

We are proud to be an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, age, or disability. Our commitment to equal opportunity extends to all aspects of employment, including hiring, training, promotion, compensation, and benefits.

Foss Group of Companies is committed to providing an inclusive, accessible work environment. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.

We are committed to fostering a culture of fairness, equity, and respect for every employee and applicant.

Should you have any questions or concerns, you can reach out to View email address on fossgroup.hr4.ca.