# Fleet Administrator **Company:** [Valard Construction](http://jobs.workable.com/companies/1ViUTnPdBm7pFFy59nFmM1.md) **Location:** Calgary, Canada **Workplace:** on site **Employment type:** Full-time **Department:** Substations [Apply for this job](http://jobs.workable.com/view/2a38bd21-0e0a-4733-a0f2-c0154a66fc4f) ## Description Our Substations team is currently looking to add a **Fleet Administrator** to the team, based in Calgary, AB. Reporting to the Fleet Supervisor, this position is responsible for providing clerical and administration support for rented vehicles and equipment to the Fleet department.  This includes coordinating and overseeing rentals with the assistance of fleet staff located at operating locations and on projects across Canada. ### Duties and Responsibilities _Rental contract & lifecycle management:_ - Maintain rental contract packages (record terms in JDE equipment master, notify fleet supervisor/accounting of term changes, alert parties ahead of contract end-dates) - Manage full rental PO lifecycle in JDE - Generate POs, review open POs monthly (closing, cancelling, or extending as needed), track unit status through to return, and decide whether to return to vendor or pursue acquisition - Work with on-site fleet equipment trackers on acquisition, damages, and returns _Supplier & vendor coordination:_ - Communicate with rental suppliers on contract issues as directed by the fleet supervisor - Source quotes and prepare cost comparatives to support supplier selection - Assist with administrative/paperwork for supplier meetings _Damage claims:_ - Review vendor rental damage claims with the project team and report findings to ensure Valard is only liable for legitimate, at-fault damages _Accounting & asset coordination_ - Work with fleet accounting and fixed assets to communicate fleet additions, removals, and buyouts - Support quarterly rental commitment analysis to keep classification and accounting treatment accurate _JDE purchasing & work orders:_ - Create and close JDE purchase orders and work orders (rental and general) - Perform related receiving functions _Documentation & compliance:_ - Review unit binders as units enter the shop to ensure documentation is complete - Scan and file completed work orders in Fleet MFiles - Receive and distribute regulatory documents (insurance pink cards, IFTA/Prorate, permits) - Track units approaching certification expiry - Issue fuel cards _Administrative support:_ - Create mechanic timesheets in mVolts - Manage spreadsheets and reporting - Work with Shop Supervisors to ensure Fleet documentation and compliance items are managed - Support Fleet Support Services Management with assigned tasks and projects ## Requirements - High school diploma or equivalent - 3 years’ experience in an administrative support role - Knowledge of fleet dispatch and trucking regulatory environment across Canadian provinces - Experience supporting the appropriate tools, equipment, vehicles, and gear required for execution of work by operating divisions of Valard - Demonstrated computer software proficiency with Microsoft Office - 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 **Preferred Skills / Qualifications** - JD Edwards experience - Experience with project or equipment administration ## Benefits We offer a comprehensive and competitive total rewards package that incorporates a complete range of employee benefits, including a **5% RRSP** matching program, to ensure you have the tools necessary to manage, maintain, and improve your health and wellbeing.  **About our Business** Valard Construction is Canada’s premier utility contractor providing comprehensive EPC+ (engineering, procurement, construction) and maintenance services to utilities, independent power producers, mining, oil and gas industries and rural electric associations. We have the capabilities, knowledge, and resources to take on any project, any size, any complexity, anywhere.  We are also part of Quanta Services, the largest electrical power contractor in North America. _Valard Construction is an equal opportunity employer._ **Learn more** Visit us at [www.valard.com](http://www.valard.com) and connect with us on our social media channels for our latest news, employee stories, community activities, and other updates. \* Depending on qualifications, the successful candidate may be offered a position at a more appropriate level. \* Applicants must have legal authorization to work in Canada with no restrictions. \* Valard Construction is committed to providing employment opportunities to all qualified individuals, without regard to race, religion, age, sex, color, national origin, sexual orientation, gender identity, veteran status, or disability.  Accommodation for applicants with disabilities is available on request during the recruitment process. \* We do not use automated tools to screen applications.  All hiring decisions involve human review.  This job posting is for an existing vacancy.