Fleet and Facilities Admin

Job Responsibility:

America Fujikura Limited (AFL) is looking for a dynamic, strong, and driven Fleet and Facilities Admin to support continuous improvement and exceptional customer service within our Fleet team.

If you are customer focus with strong critical thinking skills, this role is for you!

HERE'S THE IMPACT YOU'LL MAKE AND WHAT WE'LL ACCOMPLISH TOGETHER:

The Facilities and Fleet Admin is responsible for providing administrative support to the Fleet and Facilities team.

Each day, this multi-faceted opportunity will keep you busy with value-add activities including:

• Record and maintain confidential vehicle and driver files to ensure fleet availability is met across all regions.
• Record and maintain pre-trip or monthly inspection files in accordance with NSC, CRA and internal financial and accounting processes.
• Record and maintain electronic records of insurance and registration, violations, accident claims and other internal or fleet related documentation.
• Maintain knowledge of provincial and federal insurance requirements in order to assist with obtaining appropriate registration and insurance from provincial or private agencies, ensure timely distribution of these documents.
• Process incoming Real estate, Facilities and Fleet related mail, including maintenance invoices, business licenses, vendor billing, financial coding etc.
• Input, maintain and monitor all data for Real Estate, Fleet and Facilities management systems including GPS records, financial systems, and inventory tracking.
• Assist with Taxable Benefit program mileage reporting compliance.
• Assist with obtaining quotes from selected Real Estate and Fleet vendors, PO preparation and coding of associated invoices.
• Assist with scheduling, running, and analyzing fleet data, including all lease, fuel, and maintenance data.
• Assist with annual preparation of fleet expense forecast.
• Conduct monthly audit of the fleet expenses, driver fuel audits, IFTA, etc.
• Assist with training and communication of new field team members in regard to fleet related programs and policies.
• Assist with building a vehicle selector, placing orders, and ensuring vehicles are key ready upon delivery.
• Assist in preparing and coordinating Real Estate, Facilities and Fleet business presentations.
• Assist with planning and implementation of Fleet operational standards, and creation of new Facilities standards including floorplans, emergency planning, and space utilization metrics.
• Receive, organize, and input new Facilities invoices into tracking spreadsheet to aid in cost optimization and expense reduction activities.

HERE'S WHAT SUCCESSFUL CANDIDATE SHOULD BRING TO THE TABLE:

• Critical thinker with strong analytical skills and a customer-focused approach to solve difficult or complex problems with effective solutions.
• Confident Presenter with ability to explain monthly variances and the financial impacts of business decisions.
• Excellent verbal and written communications skills with ability to build strong relationships and influence others, at all levels in the organization.
• Strong organizational skills with the ability to scope out difficult tasks, set objectives and goals, develop schedules, prioritize multiple activities, and anticipate roadblocks.
• Able to manage multiple deliverables to meet deadlines and goals in fast-paced, ever-changing, and sometimes ambiguous environment.

QUALIFICATIONS

• Minimum 2 years' experience in building/office management and or fleet management
• Knowledge and experience in building maintenance and security systems
• Knowledge of financial and accounting terminology and procedures
• Strong business acumen
• Intermediate knowledge of Microsoft Office 365 Suite
• Knowledge of Health & Safety Regulations
• Knowledge and experience in space planning and design an asset
• Excellent communication skills, showing high level of professionalism in written and verbal communications

Work Location and Working Condition:

• Flexible, hybrid (remote/onsite) role
• 40 hours/week, with general hours of Monday through Friday 8:00am to 4:30pm
• Some travel may be required

Who is AFL?

America Fujikura Limited (publicly known as AFL) is a premiere service provider in the global telecommunications industry focusing on leading-edge network technology, quality, safety and superior customer satisfaction. AFL manufactures, engineers and installs the fiber optic products and equipment that communications providers need to provide quad-play solutions to their customers.

Everyone belongs at AFL. At AFL, we value and respect unique contribution and talents. As a global company with customers of every race, ethnicity, gender, age, religion, ability, background and experience, we believe that we can serve our team members and customers better if cultural diversity is naturally engrained within the fibres of our company.