Fleet Manager Assistant

Job description

Join Our Team! GCS General Contracting Services Inc. is seeking a highly organized and detail-oriented Fleet Manager Assistant to support the management of our fleet of vehicles, trailers, and equipment. This position plays a critical role in ensuring our fleet remains safe, compliant, cost-effective, and operational to support multiple divisions across Alberta. The ideal candidate is proactive, mechanically inclined, comfortable working with data and fleet management systems, and able to coordinate effectively with drivers, mechanics, vendors, and management. Key Responsibilities Vehicle & Equipment Tracking Maintain an accurate inventory of all company vehicles and equipment. Monitor odometer readings, equipment hours, GPS/telematics data, and usage logs. Track asset assignments and equipment locations. Assist with fleet utilization reporting. Maintenance Coordination Schedule routine maintenance, inspections, and repairs. Monitor service intervals and overdue maintenance requirements. Coordinate with mechanics, repair facilities, and vendors. Review and close work orders accurately. Follow up on repair requests and equipment issues reported by operators. Compliance & Documentation Maintain fleet compliance records and ensure documentation is up to date. Track registrations, inspections, permits, and renewals. Maintain driver qualification records and training documentation. Manage insurance records, accident reports, and vehicle files. Fuel & Expense Management Monitor fuel usage and fuel card transactions. Investigate unusual fuel consumption and usage trends. Assist with fleet budgeting, expense tracking, and cost reporting. Maintain records for repairs, maintenance, and operating costs. Fleet Reporting & Data Entry Enter maintenance, repair, inspection, and operational data into fleet management software. Generate reports on fleet performance, downtime, maintenance costs, and utilization. Maintain spreadsheets, logs, and digital records. Vendor & Parts Support Coordinate vendors for repairs, rentals, and sourcing parts. Obtain quotes and assist with purchase orders. Track parts inventory and reorder supplies as needed. Build and maintain positive relationships with suppliers and service providers. Safety & Incident Support Assist with accident investigations and documentation. Coordinate repairs for damaged vehicles and equipment. Maintain records for insurance claims, photos, and incident follow-up. Support fleet safety initiatives and compliance programs. Driver & Crew Support Assist with vehicle assignments, fuel cards, keys, and fleet-related resources. Communicate fleet policies, maintenance procedures, and safety requirements. Support onboarding and training of new drivers and equipment operators. Administrative Support Respond to fleet-related inquiries via phone and email. Organize digital and paper records, maintenance logs, and fleet files. Provide administrative support to the Fleet Manager. Assist with special projects and continuous improvement initiatives. Qualifications Previous experience in fleet administration, transportation, logistics, equipment management, or a related field is preferred. Strong organizational and time management skills. Proficiency with Microsoft Office, particularly Excel. Experience with fleet management, GPS, or telematics software is an asset. Excellent communication and customer service skills. Ability to manage multiple priorities in a fast-paced environment. Strong attention to detail and problem-solving abilities. Basic understanding of vehicle and equipment maintenance is preferred. Valid Class 5 driver's license with a clean driver's abstract. CSTS 2020 Whmis 2015 What We Offer Competitive compensation. Comprehensive benefits package after 3 months. Opportunities for growth and advancement. Supportive team environment. Diverse and dynamic work supporting multiple construction and contracting divisions.