[Hiring] Fleet Maintenance Coordinator @MacEwen Petroleum Inc.

Role Description

We are seeking a highly organized, and detail-oriented Fleet Maintenance Coordinator to oversee Vendor processes and to support outsourced fleet maintenance across the business. This role is focused on safety, compliance, and fleet readiness, ensuring maintenance activities are executed efficiently and to a high standard. This position is ideal for a service-minded professional who can effectively coordinate vendors, systems, field observations, and internal stakeholders with accuracy, urgency, and sound judgement. This role will be based out of Belleville, Ontario.

Responsibilities

• Serves as the primary coordinator and first point of contact for outsourced fleet maintenance, including issue intake, triage of unplanned maintenance, work order creation and coding, vendor assignment, estimate tracking and approvals, and timely job close-out.
• Coordinates preventative maintenance (PM) activities by reviewing service requirements, grouping compatible services, scheduling vendors, and ensuring proper documentation to maintain compliance and minimize downtime.
• Builds and leads vendor relationships, including onboarding, defining scope of work, negotiating timelines and pricing, and driving performance through audits, quality checks, service follow-ups, and issue resolution.
• Monitors and manages open work orders daily, providing updates on status, delays, and costs while communicating insights and recommendations to Division Managers and stakeholders to support accountability and continuous improvement.
• Maintains and supports fleet maintenance systems (e.g. Samsara, AssetWorks), including user access, data accuracy, system updates, and training/support for users across divisions.
• Reviews, reconciles, and processes vendor invoices, ensuring accuracy, proper coding, and coordination with Accounts Payable and Accounts Receivable to resolve discrepancies.
• Conducts regular fleet inspections, on-site vehicle audits, and yard checks to assess condition, cleanliness, safety compliance, and operational readiness, ensuring corrective actions are identified and completed.
• Maintains accurate maintenance documentation, checklists, and asset condition records, ensuring all information is complete, compliant, and properly stored.
• Produces and analyzes financial, mileage, and compliance reports, including budget tracking, variance analysis, work order integrity, PM performance, and regulatory requirements (e.g., IFTA).
• Ensures all maintenance and administrative activities meet established KPIs, compliance standards, and regulatory requirements.
• Promotes a strong safety culture by identifying risks related to vehicle condition, regulatory compliance, and operational readiness.

Qualifications

• Experience in fleet maintenance coordination, transportation operations, vendor management, dispatch, or a related operational environment.
• Strong organizational skills with the ability to manage multiple priorities across a distributed network.
• Mechanical aptitude and ability to understand repair scope, inspections, and vendor recommendations.
• A strong safety mindset with attention to vehicle condition, compliance, and operational standards.
• Excellent communication and collaboration skills across internal teams and external vendors.
• Ability to work independently in a remote environment with strong ownership and follow-through.
• Comfortable using maintenance systems and technology (experience with AssetWorks, Samsara, or similar is an asset).
• Any other duties as may reasonably be required.

Requirements

• Remote-based role with approximately 50% travel across operational locations.
• Comfortable working outdoors in varying weather and site conditions.
• Ability to lift up to 50 lbs.

Benefits

• The base salary range for this role is between $65,000-$70,000 per year. Salaries are based on years of relevant experience and education.
• Company vehicle provided for business-related travel.
• Learn and collaborate with the best in the industry.
• Supportive colleagues and leaders who are passionate about providing exceptional service.
• Competitive compensation package, commission and company vehicle.
• Long-term incentive program.
• 3 weeks vacation to start.
• Complete benefits program including health, medical, dental, and life insurance.
• RRSP plan with Company match from day one.
• “The perks” include employee gym membership reimbursement, discounts on motor fuels at our service stations, and purchases of equipment and heating oil.