Fleet Supervisor

The Fleet Supervisor oversees the Automotive Shop, including the maintenance and repair of Division vehicles and equipment, ensuring operational efficiency and safety. This role involves coordinating the daily operations of the Automotive shop, supervising mechanics including assigning and directing work, coordinating maintenance projects, implementing and maintaining preventive maintenance programs, and ensuring appropriate job costing. This role is responsible for managing fuel delivery, fleet and equipment procurement, as well as managing shop inventory. The Fleet Supervisor acts as a liaison with department staff as well as with other Division departments and contributes to the Division's goal of maintaining a reliable and well-functioning fleet of vehicles and equipment.

RESPONSIBILITIES AND ACTIVITIES 

Shop Operations and General Administration (35%)
 

• Utilize asset management software to ensure preventative maintenance schedules are followed and repairs are forecasted and planned for.
• Monitor the fleet budget including fleet evergreening schedule, shop inventory purchases, and third-party vehicle and equipment servicing, to ensure fiscal responsibility.
• Ensure vehicle and equipment purchases are fiscally responsible and make efficient use of budget allocations.
• Coordinate and manage fuel delivery program to all Division vehicles and equipment.
• Research and recommend Division standards for vehicle and equipment purchases.
• Prepare quotes and manage correspondence with suppliers to ensure timely and cost-effective procurement.
• Collaborate with Transportation and OH&S for continuous improvements to the Fleet Safety Program and ensure alignment with the overall Division Safety Program.
• Coordinate fleet incident/accident management process by gathering all accident information and reporting to relevant departments, including Transportation, Financial, Safety, as well as external vendors including body shop(s) and our insurance provider.
• Oversee the certification of serviceable equipment and identify items that are no longer serviceable and report/remove/replace.
• Oversee the maintenance of shop equipment and ensure MEWP certifications are up-to-date.

Manage and Supervise Vehicle Maintenance and Repairs (25%)
 

• Oversee the inspection, diagnosis, and repair and/or replacement of related components on department fleet vehicles, including automobiles, light trucks, and small engine equipment.
• Coordinate, plan, and assign related ongoing maintenance and repairs as well as project work while ensuring smooth and efficient operations, as well as completion of required work.
• Supervise and coach staff to achieve effective workflow by delegating assignments to mechanics and/or explaining procedures.
• Provide training and support and evaluate staff performance through regular reviews.
• Lead the recruitment, selection, and performance management processes, following HR policies and procedures.
• Oversee the maintenance of accurate vehicle records, including recording service and repairs, to ensure compliance and track maintenance history.
• Coordinate scheduling, pick-up, and delivery of fleet vehicles requiring dealership/warranty repairs.

Manage and Supervise Equipment Maintenance and Repairs (25%)
 

• Oversee the coordination of servicing, as well as repairs and/or rebuilds of small engines, lawnmowers, snowblowers, sweepers and other mechanical equipment repair projects to ensure timely completion and efficient workflow.
• Delegate work assignments and provide guidance to ensure smooth workflow and high-quality outcomes.
• Facilitate and coordinate with project participants, including staff and external contractors, to achieve project goals.
• Conduct on-site inspections to monitor progress and ensure adherence to Division policies and repair standards.

Develop, Implement, and Maintain Preventive Maintenance Programs (15%)
 

• Develop and assess preventive maintenance programs for existing fleet vehicles and equipment to ensure scheduled maintenance and renewal.
• Create and record maintenance programs with detailed documentation to ensure consistency and compliance.
• Develop and assess appropriate job costing methods for accuracy.
• Utilize work order system to ensure historical repair costs are maintained and analyze costs of vehicles and equipment to ensure accurate costing data.
• Create procedural binders for fleet vehicles, including operation and safety documentation.
• Build, organize, and maintain parts inventory to ensure availability and efficient use of resources.
• Complete surplus process for retired or unserviceable vehicles and/or equipment
• Develop procedures for custodial binders to ensure consistent and effective maintenance practices.
• Provide higher-level education and ongoing training for the custodial crew, including seasonal refreshers and new equipment training.

KNOWLEDGE, SKILLS, & COMPETENCIES

Knowledge: 
 

• Journeyman Automotive Service Technician Certificate, and minimum of 5 years directly related experience, including several years leadership experience within an automotive/industry shop setting.
• In-depth working knowledge of vehicle systems, diagnostics, repair procedures and standards, and small engine maintenance.
• Working knowledge of automotive shop operations and functions and the safe use of tools and equipment.
• Experience developing and implementing procedures, processes, training materials, and other high-level documents.
• Experience in developing and implementing maintenance schedules and programs for fleet vehicles and equipment.
• Knowledge of Collective Agreements and HR policies and procedures related to hiring, performance management, and staff development.
• Knowledge of formula conversions (e.g. metric/standard; Fahrenheit to Celsius; kilograms to pounds).
• Knowledge of Workers Compensation Board legislation, Workplace Hazardous Materials Information System, and Transportation of Dangerous Goods regulations.
• Familiarity with department and unit policies, procedures, business, and operations.
• General knowledge of the Division's operations and business and general understanding of the Division's mission and vision in a faith-based environment.
• Knowledge of records management principles, the Protection of Privacy Act (POPA), and the Access to Information Act (ATIA).
• Knowledge of workplace safety and awareness of Occupational Health and Safety regulations.
• Knowledge and alignment with the Division's administrative procedures.
• Standard First Aid/CPR is an asset

Skills:
 

• Strong leadership skills and the ability to influence, coach, and guide team members to ensure effective workflow and high service outcomes.
• Strong relationship-building skills to foster collaboration with trades staff, custodial teams, school administrators, and contractors.
• Skilled in addressing concerns and resolving issues constructively, maintaining professionalism, and respect in all interactions.
• Proficient in preparing written reports, maintenance records, procedural binders, and correspondence with internal and external stakeholders.
• Proficient in using digital systems to track maintenance history, forecast repairs, and manage inventory.
• Strong project and time management skills and overseeing projects, including scheduling, resource allocation, and progress monitoring.
• Strong attention to detail in maintaining service records, procedures, and compliance documentation
• Strong problem solving and diagnostic skills to support internal and external stakeholders.

Competencies:
 

• Ability to assess job costing methods and analyze historical repair data for budgeting, forecasting and decision-making.
• Ability to plan and implement preventative maintenance programs, assess long-term needs, and contribute to fleet and equipment planning.
• Ability to convey oral and written technical information, procedures, and expectations clearly to both internal and external stakeholders of all levels.
• Ability to read and interpret performance codes and standards such as manufacturer's service manuals, parts bulletins, technical updates etc.
• Possess a safety conscious attitude and the ability to influence safe work practices in others.
• Valid Class 5 driver's license and the ability to travel to various sites within Edmonton.
• Ability to provide a clean driver's abstract upon hire and as requested.
• Continuously seek innovative and creative ways to improve work performance, anticipate and respond to change, and challenge the status quo.
• Act with integrity, seek personal growth opportunities, and develop a personal vision of leadership based on core values and principles.
• Build emotional resilience, seek feedback, and develop soft skills to positively impact others' performance and foster a collaborative environment.
• Develop effective, cooperative relationships, actively listen to diverse viewpoints, and treat people with fairness and respect to create a supportive and inclusive work environment.
• Make decisions based on future trends, inspire a compelling vision, and align actions with organizational mission and values to drive continuous growth and improvement.