Fleet Administrator

Schedule: Monday to Friday, 8:00 am to 4:30 pm - (1/2-hour lunch)
Location: Kamloops Corporate Office
Reports to: Fleet Manager
Department: Fleet & Logistics
Salary: $55,000 - $65,000 Annually

About Us:

Big Country Equipment Repair Ltd. (“Big Country”) is headquartered in Kamloops, BC, and is a heavy equipment service, maintenance, and repair company supporting clients in the mining, construction, forestry, and oil & gas sectors across Canada. Since 2017, Big Country has grown from a one-truck operation to over 180 employees, over 50 fully equipped service trucks and 40 light vehicles. We are a trusted partner in the industry, known for our commitment to safety, reliability, and quality service.

The Position:

The Fleet Administrator supports the Fleet Manager in the day-to-day administration, tracking, maintenance coordination, and forward planning of a mixed fleet of 50 heavy service trucks and 40 light vehicles.

This role supports the operational backbone of the fleet function: keeping records accurate, ensuring assets are road-ready and compliant, scheduling preventive maintenance, coordinating with vendors and drivers, and producing reports that drive fleet decisions.

The Fleet Administrator works closely with the Fleet Manager to translate plans into action and to flag risks, costs, and opportunities for optimization.

Key Responsibilities:

Fleet Tracking & Records

• Maintain the fleet management system (FMS/telematics) as the single source of truth for all 90 assets, including registrations, ownership, assignment, mileage/hours, and lifecycle status.
• Monitor GPS/telematics data daily; investigate anomalies (idling, off-route activity, unauthorized use, harsh driving events) and escalate as appropriate.
• Track fuel card transactions, reconcile against odometer/hour readings, and flag exceptions for the Fleet Manager.
• Maintain accurate vehicle files: title, registration, insurance, inspection certificates, warranties, lease/finance documents, and disposal records.
• Issue, track, and recover fleet-related assets (keys, fobs, fuel cards, toll transponders, GPS units, PPE, manuals).

Maintenance Coordination

• Schedule preventive maintenance (PM) for the heavy fleet (50 service trucks) per OEM intervals and regulatory requirements, minimizing operational disruption.
• Schedule PMs, tire rotations, and seasonal changeovers for the light-vehicle fleet (40 units).
• Open, dispatch, and close work orders with internal shops and external vendors; verify scope, parts, labour, and invoices before approval.
• Track repair status, estimated completion, and downtime; communicate updates to drivers, supervisors, and the Fleet Manager.
• Maintain an inventory log of parts and consumables (filters, fluids, tires, wear items) and trigger reorders when stock falls below minimum thresholds.
• Coordinate roadside assistance, towing, and emergency repairs after hours when on call.

Compliance & Safety

• Track and renew vehicle registrations, insurance, CVIP/commercial vehicle inspections, dangerous goods certifications, and applicable permits before expiry.
• Assist in incident and accident administration: collect reports, photos, and statements; open insurance claims; track repair and claim status to closure.
• Support internal and regulatory audits by preparing and presenting required documentation.

Planning & Procurement Support

• Help the Fleet Manager build and maintain the rolling fleet replacement and capital plan, using age, mileage/hours, maintenance cost, and utilization data.
• Obtain quotes for vehicles, upfits, parts, and services; prepare comparative summaries and purchase requisitions.
• Coordinate vehicle onboarding (decals, upfit, telematics install, plates, fuel card setup) and offboarding (de-identification, data wipe, disposal/auction).
• Maintain vendor records: rates, performance, warranty terms, and service-level expectations.

Reporting & Analysis

• Produce weekly and monthly reports on utilization, downtime, maintenance spending, fuel consumption, and KPI performance for the Fleet Manager.
• Track total cost of ownership (TCO) per asset and per asset class; surface high-cost or chronically out-of-service units.
• Maintain the fleet dashboard (PM compliance %, on-road availability, overdue inspections, expiring documents).
• Code, allocate, and reconcile fleet-related invoices and credit card transactions; support the month-end close with Finance.

This job profile describes the general nature and level of work expected. It is not an exhaustive list of duties and may be amended from time to time to meet operational needs.

Education & Experience

• Post-secondary diploma or certificate in business administration, supply chain, logistics, automotive technology, or related field — or equivalent work experience.
• 3+ years of administrative experience, with at least 1–2 years directly supporting a fleet, transportation, logistics, or heavy-equipment operation.
• Working knowledge of preventive maintenance scheduling for both heavy commercial vehicles and light passenger/work vehicles.
• Familiarity with provincial/state and federal regulations applicable to commercial vehicles (e.g., NSC/CVIP, hours of service, DOT/MOT inspections, dangerous goods) is strongly preferred.

Required Skillset:

• Proficiency with fleet management software and telematics/GPS platforms (e.g., Geotab, Samsara, Fleet Complete, Verizon Connect, or similar).
• Strong Microsoft Excel skills (pivot tables, lookups, basic data analysis); comfort with Outlook, Word, Teams, and SharePoint.
• Experience with maintenance/work-order systems (CMMS) and ERP/finance modules (SAP, Oracle, Dynamics, or similar) is an asset.
• Ability to read and interpret service invoices, repair orders, and basic mechanical reports.
• Attention to detail allows you to manage large volumes of records, expirations, and transactions without errors slipping through.
• Organization & prioritization are required to respond to competing maintenance, compliance, and driver requests across 90 assets and meet deadlines.
• Clear, professional written and verbal communication with drivers, vendors, finance, and leadership.
• Problem-solving ability to triage breakdowns, scheduling conflicts, and vendor issues calmly and pragmatically.
• Data & Analytics Mindset - comfortable working with utilization, cost, and downtime data to surface insights for the Fleet Manager.
• A customer service approach where you will treat drivers and internal stakeholders as customers, responsive and solution-focused.
• Integrity & Confidentiality are a must when handling driver records, incident files, and financial data with discretion.

Licensing & Other Requirements:

• Valid Class 5 / passenger driver's license in good standing; clean driver's abstract.
• Eligible to pass a criminal record check and pre-employment screening as required.
• Must be able to drive F550-size vehicles
• Must be physically fit with the ability to lift (up to 50 lbs).
• Must be able to commute to the Kamloops Corporate Office for this role
• Must be eligible to work in Canada

We thank you for your interest in the position. Only those selected for an interview will be contacted.

Big Country is an equal opportunity employer committed to providing equal employment opportunities without discrimination or harassment based on race, religion, national origin, status, age, sex, sexual orientation, gender identity or expression, marital or domestic/civil partnership status, or any other protected status under the law. We strongly encourage applications from Indigenous Peoples and kindly request that individuals from Indigenous communities clearly identify their status during the application process.