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Fleet Services Administrator
Fleet Services AdministratorMunicipal Group of Companies • Bedford, Nova Scotia
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Fleet Services Administrator

Fleet Services Administrator

Municipal Group of Companies • Bedford, Nova Scotia
20 days ago
Job type
  • Full-time
Job description

The Municipal Group of Companies, based in Bedford Nova Scotia, is a large, diversified organization engaged in all major aspects of the heavy civil construction, mining, and environmental services within the Atlantic Provinces. We are currently seeking the expertise of a Fleet Services Administrator to join our team from our office based in Bedford, NS.

Job Summary:

The Fleet Services Administrator is responsible for ensuring the proper registration, titling, and compliance of all vehicles, trailers, tractors, and off-road equipment owned by The Municipal Group of Companies (MGOC). This role involves accurate record-keeping, coordination with multiple company offices, adherence to motor vehicles rules and regulations, and overseeing various administrative tasks related to fleet management.

Primary Duties and Responsibilities:

  • Ensure all MGOC vehicles, trailers, tractors, and off-road equipment are properly registered, plated, titled, and records are maintained accurately.
  • Track all registry costs and reconcile monthly statements for accounting purposes.
  • Distribute all registry documentation, including license plates and annual renewals, to drivers and groups.
  • Maintain an understanding of motor vehicles rules and regulations and complete necessary forms for new plates, registrations, weight changes, etc.
  • Apply for refunds and surrender unused or disposed of license plates and registrations.
  • Acquire and distribute appropriate insurance cards annually to end users.
  • Set up and maintain accurate files documenting ownership, location, and company assignment of vehicles and equipment.
  • Update and oversee the company shared portal with renewals, newly plated equipment, and asset documentation.
  • Renew and apply for MGOC IFTA fleets and distribute yearly IFTA licenses and decals.
  • Renew carrier profiles yearly to ensure compliance.
  • Ensure road assets are compliant with proper weights, plates, etc.
  • Track and update any driver changes in the company equipment portal.
  • Facilitate company/division transfer changes for vehicles.
  • Coordinate lease line transfers between provinces/companies.
  • Request mature or early buyouts on leases and ensure proper documentation and transfers.
  • Work with insurance to apply for Experience Letters for employees.
  • Issue and track transponders for tolls on Cobequid Pass and Strait Pass.
  • Provide ownership documents for insurance claims and permits.
  • Coordinate the installation of GPS in company vehicles as necessary.
  • Request cheques for MVI renewals, IRP adds/renewals, etc.
  • Must have a valid driver's license and personal vehicle for Access N.S. visits.
  • Perform other tasks as required.

Required Knowledge, Skills, Abilities, Education, and Experience:

  • Strong organizational and administrative skills.
  • Excellent attention to detail and ability to maintain accurate records.
  • Familiarity with motor vehicles rules and regulations preferred.
  • Proficient in MS Office (Excel, Word, Outlook).
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Must have a valid driver's license and personal vehicle for motor vehicles visits.
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Fleet Services Administrator • Bedford, Nova Scotia

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