Fleet Administrator

Job summary

The Fleet Administrator provides day-to-day administrative and operational support for the company’s fleet, equipment, and tooling activities. This includes coordinating maintenance, managing rental records, processing purchase orders, and ensuring accurate fleet documentation.

Job details

We want to ELECTRIFY your work experience! Cormorant delivers integrated power infrastructure solutions for utilities, industrial/mining, renewable energy, and data centre customers—from engineering and construction through long-term operations and maintenance. Join a team that's helping power the future of North America's energy infrastructure. POSITION SUMMARY: The Fleet Administrator provides day-to-day administrative and operational support for the company’s fleet, equipment, and tooling activities. This is a 6-month contract position with the possibility of extension, based on business requirements and performance. Reporting to the Fleet Manager, this role works closely with Fleet, Operations, Finance, Safety, Procurement, Payroll, project teams, drivers, vendors, and other internal stakeholders to ensure fleet-related activities are completed accurately, efficiently, and within required timelines. The Fleet Administrator supports fleet records, equipment reporting, purchase orders, rental administration, maintenance coordination, vehicle assignments, fuel cards, GPS/telematics, safety documentation, tooling, and vehicle deployment activities. The role is responsible for maintaining accurate fleet information, coordinating assigned requests, following up on outstanding items, and providing responsive administrative support to ensure vehicles and equipment are properly maintained, documented, and available to support business and project requirements. ESSENTIAL DUTIES & RESPONSIBILITIES: Monitor and respond to requests received through the shared Fleet/Equipment inbox and coordinate follow-up as directed Support vehicle and equipment assignments, transfers, moves, returns, rentals, and other project requirements Assist with vehicle and equipment breakdowns, towing, repairs, and replacement or rental vehicles as required Track assigned requests and follow up with Operations, vendors, drivers, and other stakeholders through completion Support the preparation of monthly equipment billing reports, including updating assignments and making corrections as directed Assist with validating equipment information using Fleet records, Operations feedback, GPS data, and other available sources Create and maintain Fleet and rental purchase orders as instructed, ensuring appropriate supporting documentation and coding Support rental administration, including invoice reconciliation, cost allocation, rental tracking, and equipment returns Maintain accurate rental and equipment records and supporting documentation Support the scheduling and administration of vehicle and equipment maintenance, repairs, inspections, and preventative maintenance Follow up with repair facilities, suppliers, and vendors regarding vehicle and equipment status as directed Support Fleet intake, return, reconditioning, and deployment processes, including completion and maintenance of required documentation Update maintenance, availability, assignment, and asset status information within applicable Fleet systems Escalate maintenance delays, deficiencies, discrepancies, or unresolved issues to the Fleet Coordinator Maintain accurate fleet records, vehicle and equipment assignments, and supporting documentation Support new unit setup and data entry across CorTools, Jonas, Dayforce, and Fleet inventory/database records as instructed Support Motive/GPS administration, including device and vehicle information, assignments, and basic troubleshooting and follow-up Assist with Fleet-related Salus items, documentation, tracking, and closure activities as directed Process driver and vehicle assignment changes and complete related administrative updates Support ETR transponder administration, assignment, tracking, and reconciliation Assist with Fleet KPI data collection, reconciliations, tracking, and reporting Support scheduling and ordering for approved vehicle upfitting activities and prepare required purchase orders Assist with new vehicle deployment, including documentation, branding, GPS, fuel cards, transponders, and required safety equipment Provide backup support for fuel driver IDs, fuel card assignments, administration, and troubleshooting Support tool requisitions, purchasing, inventory records, issuance, returns, and related documentation as required Maintain organized and up-to-date Fleet documentation, records, trackers, and databases Follow established Fleet, purchasing, approval, safety, and administrative processes Identify discrepancies, incomplete information, or outstanding requirements and follow up or escalate as appropriate Provide timely and professional administrative support to Operations, drivers, vendors, and internal stakeholders Support continuous improvement initiatives and identify opportunities to improve or simplify Fleet administrative processes Promote and comply with all company Health, Safety, Environmental, and Quality requirements Perform other duties and responsibilities as assigned CANDIDATE PROFILE: Diploma or certificate in Business Administration, Office Administration, Supply Chain, Transportation, Fleet Management, or a related discipline is considered an asset 1-3 years of experience in an administrative, fleet, equipment, transportation, construction, or operational support role Experience working in a construction, utilities, transportation, equipment, or field-services environment is considered an asset Previous experience supporting fleet, vehicle, equipment, rental, maintenance, or asset administration is considered an asset Basic understanding of purchase orders, invoices, cost coding, reconciliations, and general business administration Strong organizational skills with excellent attention to detail and accuracy Strong follow-up skills with the ability to track multiple requests and outstanding items through completion Ability to manage multiple priorities and work effectively in a fast-paced operational environment Strong written and verbal communication skills with the ability to work professionally with drivers, field personnel, vendors, and internal stakeholders Strong customer-service mindset with a responsive and solutions-oriented approach Comfortable working with databases, ERP systems, fleet management systems, GPS/telematics platforms, and Microsoft Office applications Experience with CorTools, Motive/GPS, Jonas, Dayforce, or similar systems is considered an asset Proficiency with Microsoft Office Suite, particularly Excel, Outlook, Word, and Teams Ability to work collaboratively with Fleet, Operations, Finance, Safety, Procurement, Payroll, project teams, vendors, and drivers Ability to identify discrepancies and escalate issues appropriately when additional direction or a decision is required Ability to maintain confidentiality and handle fleet, employee, financial, and operational information appropriately Valid Class G Driver’s Licence with the ability to travel to company facilities, project locations, repair facilities, or vendors as required Interested candidates can forward their resume and cover letter via careers@cormorantutility.com. Please quote the job title in the subject line. We thank all applicants for their interest however only those selected for an interview will be contacted. Recruiters: Unsolicited resumes will not be viewed, considered, or responded to. Thank you for respecting our policy. Cormorant values, respects, and leverages the differences and competences of all employees from a variety of different backgrounds. We recognize Canada’s diversity, beginning with our Indigenous Nations, as a source of pride and strength. At Cormorant, we are committed to Reconciliation through Call to Action #92 for businesses. All qualified applicants including Women, Visible Minorities, Indigenous Persons and Persons with Disabilities are invited to apply. Accommodations are available on request for candidates taking part in all aspects of the selection process. If selected to participate in the recruitment selection and/or assessment process, please inform our Human Resources staff of the nature of any accommodation(s) that you may require.

What you’ll do

The Fleet Administrator provides day-to-day administrative and operational support for the company’s fleet, equipment, and tooling activities. This includes coordinating maintenance, managing rental records, processing purchase orders, and ensuring accurate fleet documentation.

Requirements

Candidates should have 1-3 years of experience in an administrative, fleet, or operational support role, preferably within construction or utilities. A diploma or certificate in a related field is considered an asset, along with proficiency in Microsoft Office and fleet management systems.

Listed skills

• Problem solving · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Data entry · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Fleet administration
• Equipment maintenance coordination
• Purchase order management
• Invoice reconciliation
• Data entry
• GPS telematics
• Asset tracking
• Vendor management
• Operational support
• Microsoft Office Suite
• Excel
• Communication
• Organizational skills
• Attention to detail
• Problem solving
• Administrative support
• GPS Data
• Cost Allocation
• Maintenance Coordination
• Invoice Reconciliation
• Administrative Support
• Office Administration
• Performance Reporting
• Equipment Maintenance
• Ceridian Dayforce
• Supply Chain
• Organizational Skills
• Solution-Oriented
• Microsoft Excel
• Reconciliation
• Billing
• Business Administration
• Management
• Business Requirements
• Customer Service
• Procurement
• Confidentiality
• Continuous Improvement Process
• Data Collection
• Data Entry
• Finance
• Invoicing
• JOnAS
• Key Performance Indicators (KPIs)
• Preventive Maintenance
• Microsoft Outlook
• Microsoft Office
• Operations
• Purchasing
• Tooling

Job areas

• Administrative
• Logistics
• Transportation
• Construction
• Energy
• Fleet Administrator
• Transportation Supervisor
• Supply, Distribution and Related Managers
• First-Line Supervisors of Transportation Workers, All Other
• First-Line Supervisors of Transportation and Material Moving Workers, Except Aircraft Cargo Handling Supervisors

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