Fleet Maint. Coordinator

OVERVIEW: 

We are seeking a highly organized, and detail-oriented Fleet Maintenance Coordinator to oversee Vendor processes and to support outsourced fleet maintenance across the business. This role is focused on safety, compliance, and fleet readiness, ensuring maintenance activities are executed efficiently and to ahigh standard. This position is ideal for a service-minded professional who can effectively coordinate vendors, systems, field observations, and internal stakeholders with accuracy, urgency, and sound judgement.

Working closely with the Fleet Manager, Division Managers and vendors, the successful candidate will coordinate maintenance activities from issue identification through to completion and close-out, while reinforcing vehicle condition standards, documentation discipline, and overall operational safety. This role will be based out of Belleville, Ontario.

RESPONSIBILITIES: 

 

• Serves as the primary coordinator and first point of contact for outsources fleet maintenance, including issue intake, triage of unplanned maintenance, work order creation and coding, vendor assignment, estimate tracking and approvals, and timely job close-out.
• Coordinates preventative maintenance (PM) activities by reviewing service requirements, grouping compatible services, scheduling vendors, and ensuring proper documentation to maintain compliance and minimize downtime.
• Builds and leads vendor relationships, including onboarding, defining scope of work, negotiating timelines and pricing, and driving performance through audits, quality checks, service follow-ups, and issue resolution.
• Monitors and manages open work orders daily, providing updates on status, delays, and costs while communicating insights and recommendations to Division Managers and stakeholders to support accountability and continuous improvement.
• Maintains and supports fleet maintenance systems (e.g. Samsara, AssetWorks), including user access, data accuracy, system updates, and training/support for users across divisions.
• Reviews, reconciles, and processes vendor invoices, ensuring accuracy, proper coding, and coordination with Accounts Payable and Accounts Receivable to resolve discrepancies.
• Conducts regular fleet inspections, on-site vehicle audits, and yard checks to assess condition, cleanliness, safety compliance, and operational readiness, ensuring corrective actions are identified and completed.
• Maintains accurate maintenance documentation, checklists, and asset condition records, ensuring all information is complete, compliant, and properly stored.
• Produces and analyzes financial, mileage, and compliance reports, including budget tracking, variance analysis, work order integrity, PM performance, and regulatory requirements (e.g., IFTA).
• Ensures all maintenance and administrative activities meet established KPIs, compliance standards, and regulatory requirements.
• Promotes a strong safety culture by identifying risks related to vehicle condition, regulatory compliance, and operational readiness.

KNOWLEDGE, SKILLS and ABILITIES REQUIRED TO BE SUCCESSFUL: 

 

• Experience in fleet maintenance coordination, transportation operations, vendor management, dispatch, or a related operational environment.
• Strong organizational skills with the ability to manage multiple priorities across a distributed network.
• Mechanical aptitude and ability to understand repair scope, inspections, and vendor recommendations.
• A strong safety mindset with attention to vehicle condition, compliance, and operational standards.
• Excellent communication and collaboration skills across internal teams and external vendors.
• Ability to work independently in a remote environment with strong ownership and follow-through.
• Comfortable using maintenance systems and technology (experience with AssetWorks, Samsara, or similar is an asset).
• Any other duties as may reasonably be required.

OTHER REQUIREMENTS:

 

• Remote-based role with approximately 50% travel across operational locations.
• Comfortable working outdoors in varying weather and site conditions.
• Ability to lift up to 50 lbs.

WHY JOIN THE MACEWEN TEAM?

 

• The base salary range for this role is between $65,000-$70,000 per year. Salaries are based on years of relevant experience and education.
• Company vehicle provided for business-related travel.
• Learn and collaborate with the best in the industry.
• Supportive colleagues and leaders who are passionate about providing exceptional service.
• Competitive compensation package, commission and company vehicle.
• Long-term incentive program.
• 3 weeks vacation to start.
• Complete benefits program including health, medical, dental, and life insurance.
• RRSP plan with Company match from day one.
• "The perks" include employee gym membership reimbursement, discounts on motor fuels at our service stations, and purchases of equipment and heating oil.

OUR CORE VALUES:

It is important to us that when you consider a new opportunity, you understand a little about the company, its history, and its values. It is important to us that our values fit with yours, then everyone wins. Our Core Values are the cornerstone of who we are as a company, and what we value. We hope that our Core Values speak to you and what you value.

 

• Customers First - We exist, first and foremost to serve our customers. They must be at the heart of all the decisions we make.
• Long-Term Focused - We value long-term success over short-term gains.
• Respect Each Other - Each person with whom we work, communicate, and do business is valued and treated with dignity and respect.
• Do The Right Thing - We stand by our word and do what's right.
• Own It - We are encouraged to be entrepreneurial and make decisions as if the business were our own.
• Ever Evolving - We embrace positive change and always seek to improve.

MacEwen is a Canadian-owned and operated fuel and convenience provider that has successfully built and sustained customer relationships in Ontario and Quebec for 50 years. 

MacEwen is recognized as one of Canada's leading independent petroleum and convenience store companies with over 125 retail locations, 17 Divisional Offices, and two distribution centers with identified brands such as Quickie, Jutzi, MacEwen and Esso. 

The Company's continuing success is based on each one of our 360+ employees living our core values. First and foremost is our commitment to taking care of our customers. 

Before an offer of employment is extended, a minimum of two business references will be required, and candidates must complete pre-employment testing, which comprises a criminal record check.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us. 

Please notify Human Resources if you wish to receive this job posting in a different format or if you require any other accommodation during the recruitment process. 

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. 

This posting is for a vacant position.