Fleet Administrator

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.

• 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

• 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)