Fleet Maintenance Administrator - Cranbrook at Keolis Commuter Services

Job Details

The Fleet Maintenance Administrator supports the maintenance department by ensuring accurate systems, reporting, payroll coordination, and parts/inventory administration, enabling efficient, compliant, and cost-effective fleet operations.

Knowledge And Experience

• Post-secondary education preferred
• Experience in maintenance, operations, or administrative coordination roles
• Strong technical proficiency in:
• Microsoft Excel (advanced functions, lookups, formulas)
• Microsoft Office Suite (Word, Outlook, Teams)
• Experience with maintenance or enterprise systems:
• Incident reporting and timekeeping systems (ie HALO)
• Payroll and workforce management systems (ie UKG)
• Fleet and maintenance management systems (ie WFA/Webrims)
• Exposure to BC Transit systems (ITS, RTS) is an asset or willing to learn
• Experience supporting payroll, invoicing, and reporting processes

Skills

• Advanced data management and Excel capabilities
• High attention to detail and accuracy
• Strong organizational and multitasking ability in a fast‑paced environment
• Effective communication and stakeholder coordination skills
• Problem-solving mindset with a proactive approach
• Ability to manage competing priorities and deadlines

Key Accountabilities

Systems & Administration

• Administer fleet maintenance and work order systems (WFA/Webrims) and maintain accurate records
• Create, track, and manage work orders
• Prepare and submit transit billing and reporting (BC Transit RTS)
• Maintain purchase orders, approvals, and vendor accounts

Maintenance Coordination

• Coordinate with maintenance teams to ensure parts and resources are available
• Support scheduling and planning of maintenance work
• Liaise between maintenance, operations, and vendors to reduce downtime [Sub accountability 4]

Parts, Inventory & Warranty

• Order parts in a timely and cost-effective manner
• Track inventory, usage, and warranty claims
• Manage shipping/receiving and maintain accurate stock records

Payroll, Financial & Administrative Support

• Review and validate timecards using incident/timekeeping (HALO) and payroll systems (UKG)
• Support payroll processing, AP/AR activities, and cost tracking
• Act as a central point of contact, supporting communication across maintenance, operations, and vendors

Communication & Service

• Act as a key point of contact for internal and external inquiries
• Support effective communication across departments
• Provide professional, responsive administrative support

Compensation

• Salary: Approximately $55,000 annually (based on experience)
• Comprehensive benefits plan after probation

About Keolis: Keolis provides mobility to over 3.4 billion passengers annually across 15 countries, operating everything from commuter trains and automated metros to shared bicycles. In Canada, Keolis employs nearly 1,857 people who operate light rail vehicles, urban buses, intercity coaches, and airport shuttles. With the recent acquisition of Pacific Western’s Transit and Motorcoach divisions, Keolis has officially expanded into Western Canada, bringing global expertise and a fresh commitment to safe, reliable, and passenger-focused service across Alberta and British Columbia. Each year, Keolis Canada helps over 12 million passengers reach their destinations smoothly and safely.