Fleet Asset Coordinator (Permanent)

Position Summary

The Fleet Asset Co-ordinator is responsible for providing all corporate departments with high quality operational, technical guidance and vehicular support while ensuring the maintenance of vehicles and heavy equipment is completed as required. Coordination of fleet asset inventory activities and vehicle/heavy equipment maintenance processes while utilizing best practices to obtain the absolute highest value and quality products in accordance with the policies of the County and applicable legislation. Acting through a collaborative process involving directors, managers, supervisors, foreman, mechanics, vendors and provincial/federal agencies, the incumbent is responsible for developing, implementing and maintaining the systems required to manage all areas of the County’s corporate vehicle fleet operations, including acquisition, inventory and disposal. This position may be required to take business calls and provide service periodically outside normal business hours as per the Collective Agreement.

Duties And Responsibilities

Not listed in order of priority.

• Complete and maintain vehicle preventative maintenance plans for corporate fleet and related equipment assets as assigned, including but not limited to light, medium and heavy-duty vehicles, heavy equipment, trailers and mobile generators. Create measuring points, measuring documents and preventative maintenance task lists as per the County Preventative Maintenance Plan in the approved system.
• Produce vehicle expense and mileage reports for clients across the corporation as required and provide analysis of data indicating anomalies and problem areas for management follow-up.
• Troubleshoot and make recommendations towards the development of the fleet management system to achieve efficiencies and enhance fleet operations.
• Act as first point of contact for vehicle and related equipment asset inquiries from client departments, vendors or the fleet mechanic team. Liaise with vendors and the fleet mechanic team to resolve issues, follow up on open issues and repair status, and provide closure.
• Assist with vehicle or related equipment accident or incident investigations, including near misses, while maintaining confidentiality as appropriate.
• Monitor the completion of scheduled preventative maintenance, commercial vehicle PMCVIs (periodic mandatory commercial vehicle inspections) and unplanned breakdown events for internal client departments. React in a timely manner to provide appropriate vehicle coverage and initiate repairs as required. Determine the level of vehicle defects and allocate work to in-house mechanics or external vendors for appropriate and timely repairs, while notifying affected user department staff.
• Provide assistance and user support to staff with regards to the fleet management system, including troubleshooting, system maintenance and work plan development.
• Act as a liaison between departmental staff and external and internal contacts on operational issues, repairs or maintenance, including resolution of invoice discrepancies, coordination of the new vehicle process, upfitting, insurance coverage changes and set-up of vehicle preventative maintenance plans.
• Process vehicle and related equipment asset disposals within the inventory system, as well as fuel and fleet management systems, ensuring proper approvals, closure of files and maintenance of records.
• Create purchase orders and procurement documents, monitor open transactions through to completion, and communicate with suppliers, customers and management on the status and delivery of goods and services. Receive and update information using approved systems.
• Coordinate annual vehicle license plate renewals, replacements and annual emission testing for all County vehicles.
• Maintain the Fuel Management System, including issuing fuel cards, troubleshooting system failures, data entry, running consumption reports, reconciling tank dips to fuel issues, adding and removing vehicles, daily system polling and completing fuel savings reports.
• With management oversight, coordinate the fleet asset disposition process as outlined in the Procurement Policy, such as photographing assets, coordinating vendors (auctions), collecting funds, issuing receipts and recommending improved fleet asset disposition processes.
• Monitor, utilize and maintain GPS/AVL vehicle tracking systems/telematics; identify and coordinate repairs, advise affected departmental staff as required, and oversee upgrades.
• Monitor the customer service request system for new incidents; schedule, redeploy, move and coordinate preventative maintenance and unplanned repairs of all vehicles and related equipment, resolving issues in a timely manner.
• Provide guidance and training to students or administrative staff with regards to fleet asset assignments as required.
• Plan maintenance and respond to breakdowns of emergency vehicles in accordance with MOH and County policies and procedures while ensuring mandated vehicle operational levels are maintained.
• For Paramedic Services vehicle breakdowns and suspected mechanical issues, determine the level of vehicle defect and “Code 9” or redeploy if required, while notifying CACC and affected supervisors verbally or through online systems and processes. Redeploy vehicles as required to provide optimum operational coverage. In rare “critical need” situations, consult with and make recommendations to PS operations, which shall determine Code 9 status.
• Provide “on call” support after normal working hours in response to internal customer department breakdowns, maintenance or accidents, including arranging towing and repairs and contacting in-house mechanics and vendors for after-hours emergency support if required.
• Provide vehicles for Paramedic Service events, including parades, public relations events, Toy Drives or training, while redeploying vehicles for operational coverage and notifying supervisors of th...