Fleet Administrator

Job Description

The Fleet Administrator is responsible for supporting the day-to-day operations and compliance of the fleet across Canada and the United States. This role ensures accurate record-keeping, regulatory compliance, and efficient administration of licensing, fuel cards, permits, and related fleet services. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while ensuring accuracy and compliance across all fleet-related activities.

Responsibilities

 

• Ensure all vehicles and trailers meet Canada and U.S. licensing and compliance requirements
• Issue, replace, and track fuel cards
• Maintain accurate fleet, unit, and trailer records
• Obtain and manage IRP plates for company and owner-operator units; liaise with provincial, state, and SNB offices
• Coordinate large-scale and ad hoc mail-outs for cab cards, permits, decals, and renewals
• Support licensing-related projects, audits, and operational changes
• Maintain owner-operator compliance records and monthly documentation
• Support brokerage operations by maintaining carrier insurance and Workers' Compensation files
• Process terminations by cancelling plates, deactivating services, and updating payroll tracking records

Qualifications

 

• Post-secondary education in Business Administration, Logistics, Transportation, Accounting, or a related field preferred
• 2-4 years of experience in fleet administration, transportation, logistics, or a similar administrative role
• Experience working with cross-border (Canada/U.S.) fleet operations, licensing, or compliance is an asset
• Exposure to accounting processes (expense coding, reconciliations, or record tracking) is preferred
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines
• High attention to detail and accuracy, particularly with data entry, compliance records, and documentation
• Effective communication skills with the ability to liaise with internal teams, government agencies, and external vendors
• Experience with transportation management systems (e.g., TMW Systems) preferred
• Experience using Microsoft Office Suite, particularly Excel (spreadsheets, tracking, reporting)

About Us

Founded in 1882, J.D. Irving, Limited (JDI) has operations in Canada and the United States and are a team of 20,000 dedicated employees. At J.D. Irving, Limited, you are part of a dynamic team of professionals who lead with integrity and are passionate about delivering results. With a culture that nurtures talent and creates an inclusive workplace, you can grow your career across our various operating divisions.

We are committed to creating accessible environments for our colleagues, candidates, and customers. Requests for accommodation due to a disability (which may be visible or invisible, temporary, or permanent) can be made at any stage of application and employment. We encourage candidates to make their accommodation needs known so that we can provide equitable opportunities.

Worried you do not meet all the requirements? Studies have shown that many applicants apply only to job opportunities when they feel they meet 100% of the criteria. We promote an inclusive environment where everyone is appreciated, recognized, and empowered to contribute fully. If you are interested in this position but are worried you did not meet all the requirements, we would encourage you to still apply.

We appreciate your interest in our company however only those candidates selected for an interview will be contacted.

About the Team

RST is a recognized leader in safe, efficient tank transportation throughout Atlantic Canada, Ontario, Quebec and the eastern United States. In addition to conveying cargo in line with top tier industry standards, RST also provides emergency response and training services throughout Atlantic Canada.