Fleet Coordinator at MacDonald Search Group

POSITION: Fleet Maintenance Coordinator

LOCATION: Milton, ON (4 days onsite/1 day remote)

MacDonald Search Group is a national permanent placement recruiting firm and we recruit on behalf of hiring companies.

We are currently recruiting on behalf of a North American manufacturer of heavy equipment and they are on the hunt for a highly organized and customer-focused Fleet Maintenance Coordinator to support the coordination of service activities across a national fleet operation.

This role is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and excels at coordinating multiple stakeholders to ensure equipment remains operational and customers receive exceptional service. You'll work closely with internal teams, service providers, and customers to keep equipment operational, minimize downtime, manage service workflows, and maintain accurate fleet records.

Responsibilities

• Serve as a primary point of contact for customer service-related inquiries via phone and email.
• Coordinate maintenance, inspections, repairs, and service requirements with external service providers.
• Monitor fleet service activities and track the progress of units undergoing maintenance or inspection.
• Communicate service updates, timelines, and completion dates to internal stakeholders.
• Support urgent service requests and help identify solutions that minimize equipment downtime.
• Maintain accurate fleet records, service documentation, and status updates within company systems.
• Review repair estimates and collaborate with vendors to ensure timely completion of work.
• Generate reports and dashboards tracking fleet status, service activity, inspections, and maintenance requirements.
• Assist with continuous improvement initiatives, process documentation, and operational best practices.
• Monitor regulatory inspection schedules and ensure compliance-related activities are completed on time.
• Track credits, damage recovery invoices, and other service-related administrative functions.

Requirements

• 2+ years of experience in fleet administration, service coordination, transportation operations, equipment rental, maintenance administration, or a related field.
• Strong customer service and relationship management skills.
• Excellent organizational abilities with strong attention to detail.
• Proficiency with Microsoft Office, particularly intermediate Excel skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication skills, both written and verbal.
• Comfortable working independently while collaborating with cross-functional teams.

Compensation

• Annual base salary: 70-75K
• 3 weeks vacation
• Comprehensive group benefits plan
• RRSP matching program

If this sounds like the right opportunity for you, please apply online. MacDonald Search Group is committed to diversity in hiring and more information on our EDI policy can be found on our website. All applicants are reviewed by a human.

Thank you for your interest in the role but only qualified candidates will be contacted.