Fleet Coordinator

Work Type: Full Time Permanent (40 hours/week)

Work Location: Wallenstein, ON

Wage: $30.00 - $40.00/Hourly

At Earthscape, we create beautiful, innovative custom playground sculptures and structures that inspire children and adults to creatively play. By partnering with some of the most prestigious Landscape Architecture firms in North America, we bring brilliant playground concepts to life. Our award-winning design-build firm is located just outside of Elmira, Ontario in Waterloo Region.

Together, our ambitious team designs, engineers, builds and installs state-of-the-art timber playgrounds that become iconic and well-loved destination spaces. The work environment we’ve created is positive, productive, fun and rewarding. To see our one-of-a-kind projects, visit www.earthscapeplay.com.

What do we need?

We are looking for a Fleet Coordinator to manage the maintenance, organization, and efficient operation of our company’s fleet and equipment. This includes developing and implementing a comprehensive fleet management system, scheduling maintenance, tracking repairs, managing registrations and insurance, and ensuring compliance with all relevant Canadian regulations. A key aspect of this role is the ability to assess mechanical issues, understand repair needs, and effectively communicate with mechanics.

Responsibilities

• Ensure CVOR requirements are met and adhered to for our team of drivers. Not limited to ensuring the checks are complete and supporting any issues quickly to help get drivers on the road (or back on the road)
• Monitor the Geotab risk and provide feedback to drivers on their habits and driving safety.
• Design and implement a digital system for tracking vehicle and equipment maintenance, repairs, registrations, insurance, fuel consumption, and other key metrics for trucks and small engines.
• Develop and manage a preventative maintenance schedule for all vehicles and equipment, ensuring timely service and minimizing downtime. Coordinate with internal mechanics or external repair shops as needed. A solid understanding of maintenance requirements for both small and diesel engines is crucial.
• Oversee all vehicle and equipment repairs, ensuring quality workmanship and cost-effectiveness. This involves diagnosing problems (where possible), obtaining quotes, approving repairs, and tracking repair progress. The ability to assess the scope of repairs and understand mechanical terminology is vital.
• Maintain current vehicle registrations and insurance policies. Ensure compliance with all relevant Canadian regulations and legal requirements (e.g., CVOR, annual inspections).
• Track fuel consumption and identify opportunities for fuel efficiency improvements. Potentially manage fuel cards or other fuel tracking systems.
• Manage an inventory of commonly used parts and supplies for quick repairs and maintenance.
• Provide support to drivers regarding vehicle issues, (road side assistance) maintenance schedules, and company policies.
• Maintain accurate records of all fleet-related activities, including maintenance logs, repair orders, and inspection reports. Generate regular reports on fleet performance and costs.
• Ensure compliance with all federal, provincial, and municipal regulations related to commercial vehicles in Canada.
  
  

Ideal Candidates Have the Following Qualifications;

• Proven experience in fleet coordination or a related field.
• Previous experience developing and/or managing a robust maintenance program.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Proficiency in using fleet management software or a strong ability to learn new systems quickly.
• Knowledge of vehicle maintenance, small diesel engine and repair procedures.
• Familiarity with Ministry of Transportation regulations and other relevant compliance requirements.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Valid driver's license (A-Restricted preferred, but not required).
• High school diploma or equivalent; additional certifications in fleet management are a plus.
• Are open to working outdoors in all weather conditions.
• Able to work varied hours to support drivers in the instance for any incidents.
• Have reliable transportation to our site in Wallenstein.
• Previous experience working with Geotab is a plus
• Previous experience managing, renewing a CVOR certificate
  
  

Why Join Us?

• Profit sharing and performance bonuses
• Employee share ownership opportunities (ESOP)
• Six-week sabbatical after 14,000 hours worked
• Tuition reimbursement
• Extended health and dental benefits
• Flex time with options to work remotely to support work-life balance
• Company events
• Casual dress code
  
  

Accommodation: We are committed to treating all people in a way that respects their dignity and independence. Should you require any accommodation during the recruitment process or otherwise, please notify us of this when you apply, and we will work with you to meet your accessibility needs.

Pre-employment checks: As part of our selection process, successful candidates may be required to consent to background checks relevant to the role, prior to receiving a job offer. These could include: work references, education and credential confirmation, employment verification, identity check, criminal offense and driver’s license record.

At Earthscape, we are committed to building an environment where everyone feels included, valued, and heard. Diversity, inclusion, and belonging are an important part of our everyday work, and it is our belief that they enable us to reach our goal of bringing incredible outdoor spaces to life. We strongly encourage applications from Indigenous Peoples, racialized people, people with disabilities, people from gender and sexually diverse communities and/or people with intersectional identities.