1.0 FTE Shop/Fleet Administration Lead

Primary Purpose :

The Fleet Administrative Support Specialist provides essential administrative support to the Shop Foreman and the Transportation Manager within the Red Deer Catholic Regional Schools (RDCRS) transportation department.

This role involves developing and monitoring fleet management processes, overseeing fleet evergreening strategies, completing yearly inventory and assisting in the tracking of shop staff performance, and supporting budget management for the transportation department.

Scope :

Reporting directly to the Transportation Manager, the Shop / Fleet Administrative Support Specialist plays a key role in ensuring the effective management of fleet operations.

The position includes administrative oversight of fleet performance, assisting the Shop Foreman in tracking work performance of shop personnel, performing yearly inventory and assisting in the development and execution of budgetary goals related to transportation.

This position supports long-term fleet planning while ensuring safety, efficiency, and regulatory compliance.

Key Responsibilities :

Administrative Support :

Provide administrative assistance to the Shop Foreman and Transportation Manager.

Assist in managing fleet software for vehicle records, inspection schedules, and performance monitoring.

Organize and securely store vehicle information, maintenance records, and inspection data.

Fleet Management :

Collaborate in the development and execution of fleet evergreening strategies to maintain the transportation fleet’s safety, efficiency, and compliance.

Monitor fleet performance and assist in optimizing vehicle usage to ensure cost-effective operations.

Provide analysis of fleet-related data to improve overall fleet performance and reduce operational costs, including fuel and maintenance expenses.

Process Development :

Develop, implement, and monitor processes related to vehicle inspections, maintenance schedules, and safety compliance.

Assist in streamlining and enhancing workflows for shop personnel, ensuring efficient use of time and resources.

Contribute to setting and tracking fleet-level targets and performance metrics.

Budget Assistance :

Assist in preparing and monitoring the transportation department budget, including tracking fleet expenses, projections, and maintenance costs.

Support cost-saving initiatives by identifying areas for financial improvement in fleet management.

Report regularly on budget performance, highlighting areas of concern or opportunity to the Transportation Manager and upper management.

Regulatory Compliance :

Ensure that the fleet complies with all relevant safety and regulatory standards.

Stay updated on industry regulations, adapting fleet processes to maintain compliance with applicable laws.

Staff Performance Monitoring :

Assist the Shop Foreman in monitoring the performance of shop staff, including maintaining records of work orders and job completions.

Support the evaluation and training processes for shop personnel, ensuring consistent quality and safety standards.

Qualifications :

Previous experience in administrative support roles, preferably in a transportation or logistics setting.

Familiarity with fleet management software and processes.

Strong organizational, decision-making, and problem-solving skills.

High attention to detail and ability to analyze fleet performance data.

Excellent communication skills, both verbal and written.

Ability to work collaboratively with management and shop personnel.

Other Duties : The Red Deer Catholic Transportation Department reserves the right to modify, interpret, or apply this job description in any way the department deems necessary.

This job description does not imply that these are the only duties the employee may be required to perform. The employment relationship is at-will and not bound by a contract.