National Fleet Coordinator

The National Fleet Coordinator is responsible for supporting the day-to-day operations and compliance of the fleet across Canada and the United States. This role ensures accurate record-keeping, regulatory compliance, and efficient administration of licensing, fuel cards, permits, and related fleet services. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while ensuring accuracy and compliance across all fleet-related activities.

• Must possess a valid driver’s license with a clean driving abstract with a minimum of 3 years of verifiable Canadian driving history.
• Minimum 3 years of experience in fleet administration, automotive service advising, rental vehicle operations or a similar administrative role. 
• Experience working with cross-border (Canada/United States) fleet operations, licensing, or compliance is an asset.
• Ability to provide exceptional customer service to both internal and external clients. 
• Aptitude for learning new software and understanding taxable benefits.
• Experience using Microsoft Office Suite, particularly Excel (tracking, reporting).
• English is required; proficiency in French is considered an asset.

• Maintain company records of vehicles, registrations, motor vehicle inspections, insurance paperwork, and maintenance, including seasonal tire changes. Obtain quotes where applicable, issue purchase orders, code maintenance and fuel invoices, and approve invoices in Medius.
• Maintain and process annual taxable benefit information and records for Canada and the United States and submit information to Payroll at year-end or when driver changes occur.
• Provide support to companies through the new vehicle purchasing process. Collaborate with Procurement during the initial process and support drivers once vehicles are ready for pickup. Manage vehicle transfers, trades, disposals, and all associated paperwork.
• Manage the calendar for fleet rental vehicles and provide monthly fleet rental billing information to the accounting team.
• Perform basic maintenance of Dieppe fleet vehicles, including topping up windshield washer fluid and completing weather-related tasks such as snow clearing, vacuuming, and weekly cleaning.
• Deliver or move vehicles to and from dealerships, airports, and FBOs when necessary, and perform all other related duties.