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Added 36 mins ago
Administrative Assistant - Supply List
Waterloo Catholic District School Board
Kitchener, ON
Internship
…experienced racial or social discrimination. Self-identification data will be used as a consideration in this posting. Aggregate data will be stored anonymously to support improvements to…
Added 36 mins ago
administrative assistant
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GCS Group

Fleet Manager Assistant

St. Albert, AB, T8T 0T8, Canada

Posting language: English
Posted: Sep 25, 2026

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Original job description

Join Our Team!

GCS General Contracting Services Inc. is seeking a highly organized and detail-oriented Fleet Manager Assistant to support the management of our fleet of vehicles, trailers, and equipment. This position plays a critical role in ensuring our fleet remains safe, compliant, cost-effective, and operational to support multiple divisions across Alberta.

The ideal candidate is proactive, mechanically inclined, comfortable working with data and fleet management systems, and able to coordinate effectively with drivers, mechanics, vendors, and management.

Key Responsibilities

Vehicle & Equipment Tracking

Maintain an accurate inventory of all company vehicles and equipment.
Monitor odometer readings, equipment hours, GPS/telematics data, and usage logs.
Track asset assignments and equipment locations.
Assist with fleet utilization reporting.

Maintenance Coordination

Schedule routine maintenance, inspections, and repairs.
Monitor service intervals and overdue maintenance requirements.
Coordinate with mechanics, repair facilities, and vendors.
Review and close work orders accurately.
Follow up on repair requests and equipment issues reported by operators.

Compliance & Documentation

Maintain fleet compliance records and ensure documentation is up to date.
Track registrations, inspections, permits, and renewals.
Maintain driver qualification records and training documentation.
Manage insurance records, accident reports, and vehicle files.

Fuel & Expense Management

Monitor fuel usage and fuel card transactions.
Investigate unusual fuel consumption and usage trends.
Assist with fleet budgeting, expense tracking, and cost reporting.
Maintain records for repairs, maintenance, and operating costs.

Fleet Reporting & Data Entry

Enter maintenance, repair, inspection, and operational data into fleet management software.
Generate reports on fleet performance, downtime, maintenance costs, and utilization.
Maintain spreadsheets, logs, and digital records.

Vendor & Parts Support

Coordinate vendors for repairs, rentals, and sourcing parts.
Obtain quotes and assist with purchase orders.
Track parts inventory and reorder supplies as needed.
Build and maintain positive relationships with suppliers and service providers.

Safety & Incident Support

Assist with accident investigations and documentation.
Coordinate repairs for damaged vehicles and equipment.
Maintain records for insurance claims, photos, and incident follow-up.
Support fleet safety initiatives and compliance programs.

Driver & Crew Support

Assist with vehicle assignments, fuel cards, keys, and fleet-related resources.
Communicate fleet policies, maintenance procedures, and safety requirements.
Support onboarding and training of new drivers and equipment operators.

Administrative Support

Respond to fleet-related inquiries via phone and email.
Organize digital and paper records, maintenance logs, and fleet files.
Provide administrative support to the Fleet Manager.
Assist with special projects and continuous improvement initiatives.

Qualifications

Previous experience in fleet administration, transportation, logistics, equipment management, or a related field is preferred.
Strong organizational and time management skills.
Proficiency with Microsoft Office, particularly Excel.
Experience with fleet management, GPS, or telematics software is an asset.
Excellent communication and customer service skills.
Ability to manage multiple priorities in a fast-paced environment.
Strong attention to detail and problem-solving abilities.
Basic understanding of vehicle and equipment maintenance is preferred.
Valid Class 5 driver's license with a clean driver's abstract.
CSTS 2020
Whmis 2015

What We Offer

Competitive compensation.
Comprehensive benefits package after 3 months.
Opportunities for growth and advancement.
Supportive team environment.
Diverse and dynamic work supporting multiple construction and contracting divisions.

Apply About employer

More about this job

Responsibilities

The Fleet Manager Assistant is responsible for maintaining accurate fleet inventory, tracking vehicle usage, and coordinating routine maintenance and repairs. They also manage compliance documentation, fuel expense tracking, and provide administrative support to the Fleet Manager.

Requirements

Candidates should have previous experience in fleet administration, logistics, or equipment management and possess strong organizational and data entry skills. Proficiency in Microsoft Office, particularly Excel, and a valid Class 5 driver's license are required.

Skills

Fleet management
Data entry
Maintenance coordination
Microsoft Office
Excel
GPS software
Telematics
Inventory management
Compliance documentation
Vendor relations
Problem-solving
Communication
Time management
Organizational skills
Safety compliance

Benefits

Competitive compensation
Opportunities for growth and advancement

Visa sponsorship

Not detected in the job text

Keywords

Fleet Management
Logistics
Construction
Maintenance Coordination
GPS
Telematics
Inventory Tracking
Compliance
Fuel Management
Microsoft Excel
Vendor Management
Safety Initiatives
Data Entry
Asset Management
CSTS 2020
WHMIS 2015
Class 5 Driver's License
Equipment Maintenance
Reporting
Administrative Support

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