Fleet Administrator

at  Valard Group of Companies

Valard, is Canada’s premier utility contractor, as well as head of the Valard Group of Companies AND part of the Quanta Group, the largest electrical power contractor in North America. Valard has full-service capabilities for transmission, distribution, substations, foundations, telecommunications and renewable energy.
Under the direction of the Support Services Manager, the Fleet Administrator will be responsible for providing clerical and administration support for all aspects of Fleet requirements.

SKILLS / KNOWLEDGE:

• Demonstrated computer software proficiency with Microsoft Office with a Strong working knowledge of Microsoft Office Suite - Excel, Word and Outlook
• JD Edwards experience an asset.
• Basic knowledge of fleet dispatch and trucking regulatory environment across Canadian provinces
• Experience with project or equipment administration an asset
• Knowledge of the appropriate tools, equipment, vehicles, and gear required for execution of work by operating divisions of Valard.
• Proven ability to work independently and in a team environment.
• Self-starter with the ability to organize and manage multiple tasks and meet deadlines in a fast paced high pressure environment.
• Excellent interpersonal and communication skills, and ability to work effectively in a team environment.
• Ability to work with a sense of urgency by demonstrating the ability to shift priorities to accomplish objectives.
• Excellent ability to clearly and effectively communicate information and clarify requirements both orally and in writing by creating reports, correspondence, contracts, requests, and other documentation.
• Ability to show discretion with confidential and/or personal material.
• Willing and able to learn new skills and concepts quickly.
• Confident, positive & outgoing personality.

QUALIFICATIONS:

• 3-5 years’ experience in office administration role, Fleet background an asset, but not necessary
• College diploma or equivalent, an asset, but not necessary
• No professional designation required

• Maintain rental contract packages for Valard operations (record terms of the contract in equipment master of JOE, inform fleet supervisor and fleet accounting regarding changes in terms & inform involved parties regarding contracts coming to an end to facilitate return of units or extension of the contracts).
• As per direction of fleet supervisor generate JDE purchase order and ensure commitment is limited to duration of equipment requirement as per project request.
• Maintain rental equipment purchase order database in JDE by reviewing need for existing (open) purchase orders of rental equipment monthly and taking actions such as closing/cancelling unrequired purchase orders or extending value or term of certain purchase orders if the intended period of rental is extended due to operations need for the unit.
• Communicate with rental suppliers on various issues of rental equipment contracts based on direction of fleet supervisor.
• Seek rental equipment quotations and prepare comparative of rental equipment costs & particulars to assist fleet supervisor and operations with selection of the most appropriate supplier.
• Assist fleet supervisor and fleet accounting with rental damage claims (review the rental damage claims of vendors with involved project team and share your findings with fleet supervisor to ensure Valard is liable only for legit cost of damages caused due to negligence and fault of Valard operations)
• Work with on-site fleet equipment trackers of projects on acquisition, rental damages & rental returns of equipment.
• Maintain, update, and report status of rental equipment in JDE and take appropriate action on rental units returned by projects to either return to vendor or seek opinion of fleet supervisor regarding possible acquisition if unit was acquired under RPO.
• Assist fleet supervisor with administrative/paperwork of meetings with rental suppliers.
• Work effectively with fleet accounting & fixed assets team by communicating addition of new rentals to fleet, removal of rentals, rental purchases (RPO buyout), quarterly rental equipment commitment analysis to ensure classification of rental and accounting treatment of rental expenses are based on up to date and reliable information maintained in fleet.
• Track area units for expired & soon to expire fleet unit certifications.
• Generate and close work orders in JD.
• Create purchase orders in JDE, and perform related receiving functions.
• Scan and add completed work orders to Fleet MFiles vault or current database..
• Review unit binders as units come into the shop. Ensure all documentation is complete and current
• Issue fuel cards when required.
• Collect and forward various documents to the Corp Fleet group as required.
• Receive, and coordinate distribution of time and regulatory documents i.e: annual vehicle insurance (pink cards), IFTA/Prorate documentation, annual permits, etc.
• Create mechanic personnel timesheets in mVolts.
• Work closely with Shop Supervisors to ensure all relevant Fleet documents and Fleet administrative tasks and compliance items are completely and carefully managed.
• Manage various spreadsheets and reporting tasks.
• Assist Fleet Support Services Management with tasks and projects that may be assigned from time to time.
• Other duties as assigned.