Corporate Fleet Administrator

October 21 2021
Industries Architecture, Engineering and related
Categories Automotive, Maintenance, Service, Purchasing, Procurement, Contracts, Transport, Logistics, Supply Chain, Purchasing
Edmonton, AB

Corporate Fleet Administrator - ( 210002LH )


Grow with the best. Join a smart, creative, and inspired team that accomplishes operational excellence. Bringing together individuals with diverse backgrounds, talents, and expertise, our 22,000 team members in over 350 locations worldwide are vital to making our Company stronger.

Your Opportunity

Stantec is looking to fill the Corporate Fleet coordinator (CFC) position within the fleet management team. The CFC will report directly to the Corporate Fleet manager and work with internal and external resources to ensure that the company maintains its fleet of over 1200 ATV’s, boats, trailers and vehicles. Daily interaction with the company’s fleet management partner will involve oversight of registration, titles, property tax, maintenance, repairs, fuel cards/PINs and vehicle orders S/he will provide guidance to Business Center (BC) managers regarding fleet purchases, Expenditure Requests, Move/Change Requests, disposing of vehicles, repairs, and work with our rental partners in long-term agreements to ensure payment is made promptly. The CFC will also train BC mileage log coordinators in how to input mileage for personal, indirect and direct usage. S/he will work with acquisitions to transfer vehicles to Stantec and verify insurance is in place. In addition, the CFC will work with HSSE, HR, Procurement and Risk Management to comply and adhere to company policy as it relates to the fleet.

Your Key Responsibilities

  • Work with the fleet management partner to update vehicle profiles, follow up on registrations, inspections, weight slips, emission testing, titles, fuel cards/PINs, exception reporting and other activities related to management of the fleet

  • Provide guidance to BC personnel in terms of vehicle acquisition, transfers, disposal, fueling, repairs, invoicing, mileage reporting and working with finance to initiate payments on new purchases

  • Provide Insights training (fleet management vendor portal) to business center fleet contacts

  • Obtain new vehicle quotes and amortization schedules and review with BC leadership. Place factory and dealer stock orders as approved

  • Assist with vehicle upfits (toppers/caps, bed liners, etc.) on new orders

  • Add new vehicles to maintenance, insurance and registration programs

  • Obtain wholesale quotes from vehicle remarketers and work with local management to remove vehicles from finance schedules, insurance and the fleet management company tool

  • Contact BC leadership on expensive vehicle repairs and provide guidance to keep or dispose of the unit based on current age and mileage

  • Review accident damage reports from employees to determine if fleet or risk management will handle the repairs

  • Reconcile the monthly rental long-term agreement aging report with designated contacts at our rental partners

  • Code price protection/rebates from our vehicle partners

  • Review the damage claim report, FedEx charges, fraud cases, fuel discounts,

  • Assist the DOT Compliance manager as needed with reporting and vehicle information.

  • Maintain a Fleet Contact listing of key BC personnel that assist fleet management on a local level.

  • Lead the mileage log effort to add and train BC coordinators and follow up on drivers to ensure kms/miles are reported correctly.

  • Maintain a Mileage Log contact list of key BC personnel to work with drivers and ensure reporting compliance

  • Provide fleet management company carbon footprint reporting data to the Sustainability manager

  • Work with the integration team for acquisition vehicle purchases, lease buyouts and adding all vehicles to the fleet management online tool

  • Update the Vehicle Practice Guide as required

  • Monitor Fleet Management in-box for email requests for assistance.

  • Assist with vehicle transfers from business center to business center.

  • Work with our DOT partner to obtain International Registration Program certification on heavy trucks.


Your Capabilities and Credentials

  • Knowledgeable in the automobile car, SUV and truck industries.

  • Experience in working with fleet management companies such at ARI, Element, Enterprise, LeasePlan, etc.

  • Understanding of automotive registrations, titles and licensing processes

  • Ability to work with invoicing systems internally and externally through vendor partners

  • Comfortable with online training and teaching of small groups

  • Medium to advanced proficiency in Microsoft office products specifically Excel, Access, PowerPoint, and Word.

  • Excellent communication skills

  • Integrity and professional ethics

  • Attention to detail

  • Process oriented and always looking for improved processes and efficiencies.

Education and Experience

  • Related post-secondary education is preferred.

  • Two years’ related experience; or an equivalent combination of education and related experience

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.

Stantec is a place where the best and brightest come to build on each other’s’ talents, do exciting work, and make an impact on the world around us. Join us and develop your personal best.

Primary Location : Canada-Alberta-Edmonton

Other Locations : Canada

Job : Administrative Support

Organization : BC-1204 Procurement & Real Estate-Canada

Employee Status : Regular

Job Level : Entry Level

Travel : No

Schedule : Full-time

Job Posting : Oct 21, 2021, 9:14:59 AM

Req ID: 210002LH

Vaccine Policy: Beginning December 8, 2021, Stantec requires North America employees in many positions to be fully vaccinated against COVID-19 except those for whom a reasonable accommodation has been granted because a medical reason or a sincerely held religious belief, as required by law.

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans

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