Vehicle Fleet Coordinator

at  PowerCo SE

Date: Jan 21, 2025
Location:St. Thomas, CA
Company: PowerCo Canada Inc.
Level of Experience: Professionals
Job Function: HR
Job ID: 2923

• Monitor, analyze, and report on company car inventory stages and key performance indicators (KPIs) to optimize vehicle life cycle management (from in-service to for-sale).
• Serve as the System Administrator and Subject Matter Expert for the Company Vehicle Tracking System, ensuring accurate reporting.
• Maintain and update the system with new vehicle models, pricing configurations, and work with the vendor to resolve inaccuracies.
• Ensure pool fleet vehicles are properly serviced
• Oversee the delivery process for department fleet vehicles, including receiving, scheduling pre-delivery inspections (PDI), and preparing licensing (regular trips to the Ministry of Transportation offices).
• Coordinate and schedule the surrender of vehicles out of corporate headquarters.
• Liaise with internal fleet custodians on vehicle accidents and repair procedures.
• Act as the custodian for the corporate fleet, managing vehicle needs, making recommendations for fleet expansion, and ensuring budget compliance.
• Track the life cycle of all corporate pool and fleet vehicles, ensuring timely deliveries and proper system updates for payment and accounting.
• Develop analytical methods and reporting systems to optimize department KPIs and vehicle asset management. Prepare reports and presentations for the Corporate Vehicle Services department.
• Manage vehicle disposal at the end of use, including re-purposing, sales through the friends and family program, auction, or scrap vendor disposal.
• Reconcile aging reports with electronic asset systems and investigate discrepancies to ensure accurate asset recording.
• Monitor and collaborate with toll road providers to ensure proper accounting of toll trips for fleet vehicles.
• Prepare reports for Driver’s Abstract, insurance, provincial registration authorities, and other relevant stakeholders.
• Design, implement, and maintain process flows and desk instructions for fleet and pool car operations.
• Participate in IT system updates, provide feedback, and represent the department in system improvements.
• Provide backup support for other roles within Corporate Vehicle Services, including order approval, customer service, and new and used vehicle deliveries.
• Understand vehicle product configurations to develop ordering guides for internal stakeholders.
• Monitor and track vehicle plating requirements by province, ensuring annual renewals for VGCA-owned vehicles and plates. Produce policy manuals, process documentation, and train staff to ensure compliance.