Fleet Coordinator

IKO Industries Ltd. is a market leader in the manufacturing of roofing and building materials. IKO is a Canadian owned and operated business with production facilities worldwide and has many years of unparalleled success in the roofing materials industry. Quality, integrity, and trustworthiness are the values that underlie this success, and we have built this company by hiring people who hold these values. People like you!

Job Description

The Fleet Coordinator supports the Fleet Manager in the day-to-day administration, coordination, and tracking of the company's national corporate vehicle fleet. This role assists with vehicle records, and reporting across multiple provinces and operating companies.

The Fleet Coordinator plays a key role in ensuring fleet data accuracy, timely processing of requests, and consistent communication to drivers, internal departments, and external vendors, while adhering to company policies and regulatory requirements.

Compensation: $56,000 - $65,000

Essential Job Functions
 

• Fleet Administration & Record Management
  • Manage all records for active, sold, and disposed vehicles, including ownership documents, VINs, driver assignments, costs, option payments, requisitions, insurance slips, repairs, recalls, and licensing information. Maintain accurate spreadsheets and supporting documentation for audit and reporting purposes.
• Vehicle Acquisition & Disposal
  • Coordinate the full lifecycle of vehicle purchases and sales, including:
    • Managing vehicle request approvals
    • Working with dealers to order or source vehicles
    • Handling trade-ins and direct sales in compliance with Revenue Canada rules
    • Creating requisitions, invoices, and supporting documentation
    • Ensuring timely payment and proper closing of transactions
• Dealer & Manufacturer Coordination
  • Maintain working relationships with approved dealer partners and manufacturer fleet representatives. Negotiate pricing, source vehicles for each model year, establish and maintain fleet discount programs, and monitor vehicle orders through manufacturer portals.
• Requisitions, Purchase Orders & Vendor Setup
  • Assist in preparing and managing requisitions for all vehicle purchases, ensure proper approvals, and coordinate PO creation through internal purchasing teams. Set up new vendors by completing vendor maintenance and EFT forms, validating GST information, and coordinating with master data management teams.
• Driver Support & Communication
  • providing guidance on:
    • Vehicle options and option payments
    • Maintenance, repairs, warranties, and recalls
    • Insurance claims and rentals
    • Windshield repairs, accessories, tires, and approved service locations
    • Ticket, toll, and fine resolution
• Licensing, Plates & Provincial Compliance
  • Ensure all vehicle plates and registrations are current across all provinces, including managing province-specific renewal requirements. Coordinate payments, plate transfers, cancellations, and maintain original ownership documentation.
• Insurance & Claims Management
  • Manage fleet insurance documentation and renewals, distribute insurance slips to drivers, and act as liaison with insurance providers. Open, track, and resolve claims, ensuring timely repair or replacement of vehicles.
• Financial Controls & Cost Recovery
  • Track and reconcile option payments, reimbursements, repair taxes, toll charges, and fines. Coordinate with Accounts Payable and Credit teams to ensure funds are collected, refunded, or reimbursed correctly and on time.
• Fuel Cards, Transponders & Toll Accounts
  • Manage fuel card programs (Shell, Petro-Canada, Federated Co-op), issue and track cards, educate drivers on usage, and maintain 407 transponder accounts and related tracking spreadsheets.
• Policy, Process & Continuous Improvement
  • Maintain and update vehicle policies and forms in English and French, including vehicle request forms. Support the development of standardized processes, reporting, and online forms to improve fleet visibility, compliance, and efficiency across all operating companies.

Competencies
 

• Administrative & Organizational Skills
  • High attention to detail and accuracy
  • Ability to manage multiple tasks, deadlines, and follow-ups
• Data Management & Reporting Skills
  • Ability to maintain, validate, and reconcile fleet databases
  • Comfortable tracking vehicle lifecycle data (active, sold, disposed)
• Communication & Customer Service Skills
  • Clear written and verbal communication skills
  • Professional and responsive stakeholder communication
• Process & Compliance Awareness
  • Ability to follow defined procedures and workflows
  • Basic understanding of provincial vehicle licensing requirements
• Financial & Invoice Administration Skills
  • Ability to track payments, reimbursements, tolls, and fines
  • Basic understanding of AP/AR processes and approvals
• Coordination & Vendor Interaction Skills
  • Strong coordination skills across internal departments
  • Professional vendor communication and follow-up
• Technology & Systems Proficiency
  • Proficiency with MS Office (Excel, Outlook, Word)
  • Ability to learn internal systems (finance, purchasing, insurance portals)
• Problem-Solving & Initiative
  • Ability to troubleshoot standard fleet issues
  • Solution-oriented mindset
• Time Management & Prioritization
  • Strong planning and scheduling skills
  • Reliable follow-through on time-sensitive tasks
• Collaboration & Team Support
  • Strong teamwork, collaboration skills. willingness to support evolving processes
  • Professional, dependable work ethic

Work Environment
 

• Work is generally performed within an office environment, with standard office equipment available.
• This role works with U.S. Shared Services organization.

Physical Demands
 

• Must be able to remain in a stationary position 50% of the time
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as printer/scanner

Travel
 

• Up to 10% of travel required

Required Education/Experience
 

• Post Secondary Degree is required
• Minimum four years automotive sector experience required

Additional/Preferred Eligibility Requirements
 

• Exposure to fleet management or automotive administration
• Knowledge of vehicle licensing or insurance processes
• Bilingual (English/French) for policy and driver support
• Experience working across multiple legal entities or divisions

Direct Reports
 

• N/A

Work Authorization
 

• Must be authorized to work in Canada

Benefits of Employment: IKO recognizes that its success is due to the strength of its employees. A primary goal of IKO is to promote individual employee's sense of accomplishment and contribution so that employees enjoy their association with IKO. The Company invests in its employees so that they are the most knowledgeable in the industry, and undertakes great efforts to nurture loyalty to, and teamwork at, IKO. We are pleased to offer competitive compensation, health care, a progressive and challenging workplace and a commitment to teamwork and integrity.

Diversity and Equal Opportunity Employment: IKO Industries Ltd. is an equal opportunity employer. We are committed to diversity and inclusion and are pleased to consider all qualified applicants for employment without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability. IKO Industries Ltd. encourages and welcomes applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.