Fleet Manager Assistant
GCS GROUP (GENERAL CONTRACTING SERVICES)Location: St. Albert
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 c
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andidate 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 sup