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Cormorant Utility Services

Fleet Administrator

Cambridge, ON, Canada

Experience: 1-3 years of experience in an administrative, fleet, equipment, transportation, construction, or operational support role
Posting language: English
Posted: Sep 30, 2026

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Original job description

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.

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More about this job

Responsibilities

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.

Skills

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

Visa sponsorship

Not detected in the job text

Keywords

Fleet Administration
Equipment Management
Tooling
Purchase Orders
Rental Administration
Invoice Reconciliation
GPS
Telematics
Maintenance Coordination
CorTools
Jonas
Dayforce
Salus
Asset Management
Supply Chain
Transportation
Construction
Utilities
Field Services
Microsoft Excel
Microsoft Outlook
Microsoft Teams
Data Entry
KPI Reporting
Vehicle Upfitting
Fuel Cards
ETR Transponder
Operational Support
Procurement
Safety Documentation

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