Fleet Maintenance Administrator

The Fleet Maintenance Administrator supports the day-to-day operations of the Northdale Fleet Maintenance Shop by managing administrative processes, maintaining accurate records, and being a support to a dynamic work environment. This role is essential to ensuring efficient workflow, accurate documentation, and timely support for maintenance activities.

Administrative & Data Entry

Perform accurate data entry for maintenance records, work orders, and service histories

Maintain and update fleet maintenance databases and tracking systems

Process and manage work orders from creation through completion

Assist in preparing reports related to fleet maintenance activities

Work Order & Invoicing Management

Create, track, and close work orders in a timely manner

Review and process vendor invoices for accuracy and completeness

Maintain organized records of all invoices and maintenance documentation

Parts & Logistics Support

Serve as a parts runner by picking up and delivering parts as needed

Track inventory levels and assist with ordering parts and supplies

Ensure proper documentation and labeling of parts and materials

Asset & Equipment Coordination

Assist with moving fleet assets to correct locations within or between facilities

Maintain accurate inventory and location tracking of fleet units and equipment

Coordinate with maintenance staff to ensure equipment readiness

Communication & Coordination

Communicate effectively with technicians, supervisors, vendors, and other departments

Provide timely updates on work order status and administrative tasks

Support a collaborative and organized work environment

Qualifications

High school diploma or equivalent required

Minimum of 2 years of administrative experience, preferably in a maintenance or fleet environment preferred 

Skills & Competencies

Excellent communication skills (written and verbal)

Strong organizational and time management abilities

High attention to detail and accuracy

Proficient computer skills, including data entry and use of Microsoft Office or similar systems

Ability to multitask and work in a fast-paced environment where change is inevitable 

Basic understanding of maintenance operations for a diesel fleet shop (preferred but not required)