Job Posting

Halifax Regional Municipality is inviting applications for One (1) Permanent Full-Time position of Fleet Asset Coordinator with the department of Transit Fleet, Halifax Transit.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting to the Business Analyst - Asset Management & Control, the Fleet Asset Coordinator provides high quality customer service in planning, implementing, and coordinating processes that support corporate objectives related to administrative management and stewardship of all Halifax Transit Fleet assets. This position is responsible for timely and accurate data entry and monitoring to ensure data integrity. The Fleet Asset Coordinator provides analysis, recommendations and implementation support for process and technology enhancements leading to improved reporting and data reliability.

This position will also ensure that all warranty paperwork is properly documented and that all verifying criteria needed by the vendor/distributor are processed correctly. The Fleet Asset Coordinator will ensure that preventative maintenance and warranty inspections are entered into the maintenance management system and that any issues that emerge resulting from inspections and maintenance work are documented.

DUTIES AND RESPONSIBILITIES:

• Create and maintain vehicle and equipment databases and maintains related files in accordance with established HRM policies and procedures.

• Develop and maintain system updates critical to the management and administration of Transit Fleet Assets, working collaboratively with departments such as Procurement and Accounting to support asset lifecycle management and surplus asset disposal

• Develop and maintain maintenance plans and support applications under the direction of the management team, ensuring planned maintenance activities align with vehicle and equipment manufacturer specifications.

• Update and revise Preventative Maintenance (PM) forms and Parts Kits as required

• Ensure proper licenses and registrations of vehicles are maintained, including but not limited to UARB P plates, Annual plate renewals, Access Nova Scotia for Carrier license.

• Liaise and provide updates to Utility and Review Board – Motor Carrier Division on status of vehicles.

• Monitor, update and close work orders, including data entry and/or validation of labour, materials, cost recovery of work performed.

• Monitor oil/fuel analysis and results and advises Quality Analyst and Procurement accordingly

• Maintain an accurate and up-to-date tire inventory by tracking usage, replacements, and stock levels in alignment with operational requirements. Coordinates with vendors to ensure timely and accurate submission of invoices, verifies billing against inventory records and services rendered, and facilitates prompt processing and resolution of discrepancies to support seamless procurement and financial workflows

• Collaborate with Finance and Fleet teams to execute and validate daily and monthly reports, ensuring accurate general ledger postings. Ensures timely processing, maintains a complete audit trail, and investigates and resolves discrepancies or inquiries as required

• Manage the procurement of company-issued tools, ensuring timely provision for new hires and replacements in accordance with organizational standards and operational needs.

• Oversee the maintenance, tracking, and condition of company-issued tools, ensuring proper functionality and availability. Coordinates the issuance of tools to unionized employees as required per collective agreements.

• Coordinate with internal departments to verify payment details and follow up as necessary to support timely processing of fleet-related financial transactions.

• Prepare reports as required by Fleet Management team. Monitor these reports for accuracy and reasonableness prior to release

• Conduct research and gather relevant information to support special projects, ensuring accurate and timely data is provided to assist in decision-making and project success.

• Collect, organize, and compile statistical data as requested by the Supervisor to support reporting and analysis needs

• Provide training and support for new employees in SAP, Fleet Focus and maintenance management processes when assigned.

Warranty Administration:

• Perform thorough research on warranty terms, conditions and coverage for vehicles and equipment. Regularly update and verify warranty status within the maintenance management system to ensure accurate tracking of warranty.
• Act as the primary point of contact for internal teams by clearly communicating warranty policies and procedures. Provide guidance to departments such as fleet maintenance, procurement, and finance to ensure consistent understanding and proper adherence to warranty processes
• Scans warranty documentation provided by vehicle and equipment manufacturers and administers in maintenance management system ensuring all warranty records are complete, accessible, and properly linked to the corresponding assets.
• Regularly monitor the status of all outstanding warranty claims. Proactively engage with manufacturer representatives to resolve disputes and facilitate timely processing.
• Conduct detailed investigations into warranty claims that have not been settled within expected timeframes and provide a resolution.
• Monitors and proactively escalates new warranty issues as they pertain to Original Equipment Manufacturers (OEM) parts to mitigate operational risk and ensure compliance.
• Establish and maintain an organized filing system for all warranty-related documents. Ensure that all paperwork—both physical and electronic—is archived systematically, providing a transparent and verifiable audit trail for internal reviews and external warranty audits by manufacturers.
• Continuously update and expand knowledge on different warranty programs offered by manufacturers and distributors. Stay informed on policy changes, extended warranty options, and industry best practices to optimize warranty claim management for the Municipality.
• Evaluate databases and complete all data entry for warranty claims and filing for accuracy and completeness.
• Prepare and review warranty documents in compliance with distributors and manufacturers’ requirements and ensure all submissions meet contractual standards.
• Monitor all body shop claims for risk and insurance. Coordinate with insurance and risk management teams to ensure claims are properly documented and any liabilities are mitigated.
• Coordinate with the finance team to track the financial status of warranty claims. Facilitate the accurate processing of receivables and payments, ensuring that reimbursements from manufacturers are received and recorded correctly in the accounting system
• Collaborate with the HRM-Managed Parts Warranty Team to ensure efficient processing of all fleet warranty claims. Work jointly to streamline claim submissions, verify eligibility, and resolve issues to ensure timely and accurate completion of warranty claims for the transit fleet.
• All other duties, tasks and/or projects as assigned.

QUALIFICATIONS:
Education and Experience:

• Grade 12 and successful completion of a recognized business course or diploma, ideally in business administration.
• Minimum of one year of accounting experience or accounting related work experience
• A minimum of one year experience in a fleet maintenance environment required, and experience in the use of a maintenance management system is preferred
• Excellent written and verbal communication skill.

Technical / Job Specific Knowledge and Abilities**:**

• Proficient in the use of Microsoft 365 and database applications as well as research methods and statistical tools.
• Strong data entry and analysis skills with proficiency in Microsoft excel.
• Knowledge of SAP and Microsoft Power BI and maintenance management systems is highly desired.
• Thorough knowledge of HRM policies and procedures as well as collective agreements
• Thorough knowledge of fleet maintenance work order procedures.
• Must be extremely detail oriented.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note: Testing may be conducted as a component of the selection process to assess technical and job-specific knowledge. Candidates who are selected for testing may be tested in a group setting, scheduled at the employer's discretion.

COMPETENCIES: Valuing Diversity, Communications, Customer Service, Organizing & Planning, Teamwork & Cooperation, Analytical Thinking, Value & Ethics, Managing Change

WORK STATUS: Permanent Full-time.

HOURS OF WORK: Monday–Friday, 8:00am - 4:00pm, 35 hours per week.

SALARY: Level 5, $30.28 per hour, as per the NSGEU Local 222 Collective Agreement.

WORK LOCATION: Ragged Lake Transit Center, 110 Grassy Lake Drive, Halifax, NS.

CLOSING DATE: Applications will be received up to 11:59 pm Sunday, August 24, 2025.

This is a bargaining unit position. External applicants will only be considered if there are no qualified bargaining unit candidates.

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link; Accommodations | Hiring | Employment | Halifax

(position # 72283586)