Fleet Coordinator

Fleet Coordinator
Grand River Conservation Authority
Post Date: May 18, 2023
Apply Before: June 2, 2023

Job Overview






$38.04 to $45.65


Planning & Public Works


Full Time

Job Description

Internal/External Job Posting
Regular Full Time Bargaining Unit Position
Fleet Coordinator

Grand River Conservation Authority (GRCA) has an international reputation for excellence in managing the natural resources of the largest inland river system in southern Ontario. Encompassing approximately 6,800 square kilometres, the Grand River watershed has a population of almost one million people in 39 municipalities and two First Nations. Designated as a Canadian Heritage River, the Grand River and its major tributaries boast many outstanding human heritage features and excellent recreational opportunities. The GRCA is committed to environmental protection by delivering services that ensure the well-being of the environment and its inhabitants.

General Accountabilities
Reporting to the Supervisor of Maintenance & Operations, the Fleet Coordinator is responsible for overseeing the daily operation of the Motor Pool; assisting with the procurement of vehicles and equipment; maintaining accurate records of vehicle and equipment maintenance; maintaining stock inventories; ensuring that staff provide the highest quality service to other internal departments; and providing guidance and leadership to motor pool staff.

Specific Accountabilities

  1. Coordinate the schedules of Motor Pool staff.
  2. Ensure that all maintenance and repair activities meet acceptable quality standards and are properly documented including work performed by outside contractors or service providers.
  3. Coordinate leasing arrangements for short duration vehicle and/or equipment needs.
  4. Ensure that all preventative maintenance, inspection, and repair programs are being followed.
  5. Prepare a capital replacement schedule for GRCA vehicles and equipment based on need and funding availability.
  6. Coordinate with Supervisors and Managers to ensure equipment needs are being met.
  7. Maintain the GRCA vehicle and equipment database and supports the GRCA Asset Management Plan for Vehicles and Equipment
  8. Provide and document training and technical guidance for Motor Pool and other staff, as required.
  9. Oversee motor pool operations to ensure compliance with all GRCA policies and procedures including, but not limited to, health and safety procedures with special emphasis on hazard mitigation measures, legislation, and Human Resources policies.
  10. Ensure the proper management and control of parts inventories.
  11. Develop standard work practices, guides and hazard control procedures.
  12. Provide assistance in the investigation of collisions, vehicle equipment failures and insurance claims.
  13. Coordinate maintenance and security of Motor Pool building, equipment, related storage buildings and fuel handling facilities.
  14. Oversee the disposal of any or all motor pool hazardous wastes, including used motor oil, tires etc. as well as the disposal of used vehicles and equipment.
  15. Coordinate fleet licensing and emission testing on all GRCA vehicles and equipment. Monitor CVOR records and maintain files required under CVOR.
  16. Coordinate annual inspections for all lifting devices, loaders, jacks, stands, hoists & gantries.
  17. Assist and complete the procurement for goods and services in a public procurement environment (quotes, tenders, proposals, pre- qualifications, etc) and administer contracts as required following GRCA purchasing guidelines. Coordinate various aspects of the Fleet Management System.

Technical Accountabilities

  1. An Automotive Service Technician (310S) license is required. Additional certification as a Truck and Coach Technician (310T) license is preferred. Relevant certifications in agricultural equipment, turf equipment, heavy equipment, marine engine and small engine repair would be beneficial.
  2. Minimum five years of experience as a vehicle mechanic in a service or transportation field with at least two years of coordination experience in an automotive shop environment.
  3. Demonstrated knowledge of fleet vehicles, equipment and tools and related relevant legislation, codes and standards.
  4. Strong mechanical and analytical ability.
  5. Ability to provide direction and instruction to subordinates in a clear concise manner.
  6. Valid driver’s license required.
  7. Strong computer skills using in Excel, Word, database applications and global positioning systems (GPS).
  8. Strong coordination skills with demonstrated experience with procurement, contract management, time management, project planning, organization and agreements.
  9. Excellent interpersonal skills with the ability to work effectively with staff, stakeholders, vendors, suppliers, and repair shops.
  10. Effective problem-solving, collaboration and negotiation skills.
  11. Excellent written communication skills with demonstrated ability to prepare correspondence, technical reports, and other documents. Experience with procurement and contract administration.
  12. Strong verbal communication skills with experience presenting information and making recommendations to senior staff. Demonstrated ability to communicate effectively with a broad range of stakeholders.

Competencies and Abilities

Professional Judgement
Demonstrated ability in the area of critical thinking, analysis and assessment of risk and implications, making connections of underlying issues and ownership of the outcome. Sound judgment resulting in fair, efficient and effective decision making bringing clarity and resolution to complex situations, and discretion in dealing with confidential information. Ability to carry out skillful negotiations and interest based conflict resolution. Coordinating inspections, maintenance, and repairs decisively and effectively striving for minimal cost and disruption to individuals and operations. Ensures good value for money in all work performed by or on behalf of the GRCA. Recognize when to escalate appropriate situations to the next higher level of expertise.

The willingness to hold oneself accountable for acting in ways that are consistent with stated values, principles and professional standards. Maintaining impartiality, objectivity and fairness when dealing with employees, suppliers, vendors, contractors, stakeholders and other agencies. Maintains a calm and professional attitude in the face of change, stressful situations and challenges. A high level of personal and professional excellence including the ability to align personal and organizational values.

Goal/Action Oriented
Effective problem solving, collaboration, negotiation and facilitation skills. Seizes opportunities; takes initiative and is self-motivated. Organizes work, plans activities and sets priorities in a manner that meets competing needs and timely resolution of matters. Maintains high level of productivity and self-direction. Demonstrated experience in Fleet Coordination with the ability to work under pressure and handle multiple tasks simultaneously with changing or competing priorities. Excellent organizational skills with respect to maintenance, invoices, budgets, inspections, CVOR, licensing, and time management.

Team Work
Interacts with people respectfully and effectively as part of a team. Able and willing to share and receive information. The ability to gather facts and pertinent information to gain an understanding before drawing conclusions. Demonstrated ability to build partnerships and alliances with peers, business communities, partners and staff. Exceptional communications skills are required for working with internal teams to achieve mutually beneficial outcomes and to provide support to other programs within GRCA. Maintains a calm and professional attitude in the face of change, stressful situations and challenges. Creates a climate in which people want to do their best. Excellent interpersonal and communication skills including the ability to motivate others. Demonstrated ability to ensure a safe working environment while being innovative, flexible and entrepreneurial.

Customer Focus
Dedicated to meeting the expectations and requirements of internal and external customers. Develops and maintains effective relationships and ensures good communications with other staff, external stakeholders, consultants, contractors and other agencies. Works in close collaboration with internal stakeholders to keep them apprised of relevant information and significant issues in a timely fashion. Demonstrated ability to build ongoing working relationships and communicating with tact and diplomacy.

The GRCA strives to provide a collaborative and respectful work environment. We value the health and well-being of our employees and prioritizes Health and Safety in our workplace. We offer a comprehensive benefits package including health, dental, vision care, life and disability insurance; Participation in the OMERS defined benefit pension plan, with generous employer-matching and a pass for free entry into GRCA conservation areas. We currently provide an option to work a flexible schedule to balance the demands of both work and home.

Deadline for Applications: 4:00pm, June 2, 2023

Start Date: June 2023

The pay range for this position is Job Level 7 $38.04 to $45.65 per hour/1975 hours per year

To Apply: Please send a resume and covering letter to careers@grandriver.ca in MS Word or PDF format and quote “Fleet Coordinator” in the subject line.

We thank you for your interest, however only candidates under consideration will be contacted.

GRCA is an equal opportunity employer. We are committed to inclusive, barrier-free recruitment and selection processes and work environments. If you require any accessibility accommodations at any point during the application and hiring process, please contact us. Any information received relating to accommodation will be addressed confidentially.


Pursuant to section 29(2) of the Municipal Freedom of Information and Protection of Individual Privacy Act R.S.O. 1990, C. M.56 the personal information contained on this form is collected under the legal authority of the Conservation Authorities Act, R.S.O. 1990, chapter C.27 and is
used for recruitment purposes. Questions about the collection of personal information should be directed to the Manager of Human Resources, Grand River Conservation Authority, PO Box 729, 400 Clyde Road, Cambridge, Ontario N1R 5W6; 519-621-2761.

Job Overview





Starting Salary:

$38.04 to $45.65


Planning & Public Works

Job Type

Full Time

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