Job Title: Fleet Coordinator Location: Calgary, Alberta
Reports To: HSE Manager
Department: Operations
Role Purpose & Scope
The Fleet Coordinator must be able to manage safety-sensitive records, maintain audit-ready compliance systems, support drivers and mechanics, monitor CVIP and maintenance requirements, and ensure our fleet program meets National Safety Code requirements at all times.
We are looking for a highly organized, experienced, and accountable professional who can identify gaps, correct issues, improve systems, and confidently manage the details required to keep our vehicles, equipment, drivers, shop, and records compliant, safe, and operational.
What We Offer
- Fully covered medical, dental, and vision insurance after successfully completing probationary period to keep you and your family protected.
- Earn 3 full weeks of accrued paid vacation time to relax, travel, and recharge throughout the year.
- Dedicated paid sick days and paid company holidays so you can take care of yourself and spend time with family.
- Be part of an innovative, expanding company where your work directly impacts our logistics success and your career can grow alongside us.
Position Overview
- The Fleet Manager / Shop Manager will be responsible for managing the company's fleet, shop operations, vehicle and equipment maintenance program, warehouse inventory, driver and vehicle compliance records, CVIP tracking, NSC requirements, inspections, audits, vendors, and related documentation.
- The successful candidate must have strong experience with National Safety Code compliance, commercial vehicle maintenance, CVIP requirements, driver files, preventative maintenance programs, and fleet audit readiness.
- This is not an entry-level fleet coordinator position. We need someone who can lead the program, take ownership, stay ahead of deadlines, and ensure our fleet, shop, drivers, and documentation are always organized and compliant.
Key Responsibilities
Fleet, Equipment & Shop Management
- Manage daily fleet operations, including company vehicles, commercial vehicles, trailers, equipment, and related assets.
- Coordinate vehicle and equipment assignments, maintenance schedules, inspections, repairs, servicing, and readiness.
- Oversee shop operations, maintenance workflow, tools, parts, supplies, equipment, and general organization.
- Ensure vehicles, trailers, and equipment are safe, roadworthy, properly documented, and available for operations.
- Monitor fleet utilization, equipment performance, repair trends, recurring issues, downtime, and overall fleet reliability.
- Coordinate with drivers, mechanics, vendors, inspectors, dealerships, and management to resolve maintenance and compliance issues quickly and effectively.
- Support vehicle procurement, disposal, replacement planning, and fleet inventory control.
- Maintain a clean, safe, organized, and productive shop and warehouse environment.
NSC, CVIP & Regulatory Compliance
- Administer and maintain the company's National Safety Code compliance program.
- Ensure fleet operations comply with applicable federal and provincial transportation regulations.
- Track and maintain CVIP inspections, registrations, permits, insurance, maintenance records, repair orders, vehicle binders, and inspection documentation.
- Monitor compliance deadlines and ensure all required documents are current, complete, and accessible.
- Maintain organized systems for NSC records, fleet files, driver files, maintenance files, inspection reports, permits, and audit documentation.
- Prepare for, coordinate, and respond to NSC audits, regulatory inspections, internal reviews, and compliance requests.
- Conduct internal compliance reviews, spot checks, file audits, and mock audits to ensure the company remains audit-ready.
- Monitor carrier profile performance, violations, inspections, defects, incidents, and corrective actions.
- Identify compliance gaps, recommend solutions, and implement improvements to reduce risk and strengthen the fleet program.
Driver Qualification & Safety Documentation
- Maintain complete and current driver qualification files.
- Track driver licences, abstracts, training records, driver authorizations, competency records, and related documentation.
- Obtain and review driver abstracts as required, including new-hire, periodic, and post-incident or post-violation reviews.
- Monitor driver compliance requirements and follow up on missing, expired, or incomplete documentation.
- Support driver orientation, coaching, safety meetings, toolbox topics, and transportation-related training.
- Ensure drivers are properly qualified and authorized for the vehicles and equipment they operate.
Hours of Service, ELD & Telematics
- Monitor Hours of Service compliance and supporting documentation.
- Review GeoTab / ELD records, reports, alerts, and violations.
- Investigate Hours of Service issues and coordinate coaching or corrective actions when required.
- Use telematics and fleet data to identify trends, risks, inefficiencies, maintenance concerns, and opportunities for improvement.
- Maintain accurate electronic and physical records to support compliance, reporting, and audit requirements.
Preventative Maintenance Program
- Develop, manage, and improve the preventative maintenance program for vehicles, trailers, and equipment.
- Track service intervals, inspections, repairs, defects, CVIPs, and maintenance history.
- Ensure pre-trip and post-trip inspection processes are completed, reviewed, and followed up on.
- Coordinate repairs and service activities to minimize downtime and support operational needs.
- Ensure maintenance records are accurate, complete, and properly filed.
- Identify recurring mechanical issues, repair trends, or potential failures and escalate concerns as needed.
Safety, Risk Management & Program Improvement
- Support the HSE Manager with transportation-related safety initiatives, incident investigations, corrective actions, and follow-up.
- Assist with COR-related requirements and fleet safety program documentation as required.
- Develop, update, and maintain fleet, shop, driver, equipment, and compliance procedures.
- Improve fleet systems, tracking tools, reporting processes, dashboards, and documentation controls.
- Provide technical guidance to drivers, supervisors, mechanics, and managers on fleet and transportation compliance matters.
- Communicate legislation, policies, procedures, and expectations clearly and professionally.
- Balance operational needs with regulatory compliance and safety requirements.
Required Qualifications
- Minimum 5 years of experience in fleet management, shop management, transportation compliance, equipment management, or commercial vehicle operations.
- Strong working knowledge of National Safety Code requirement and is certified
- Direct experience with CVIP tracking, commercial vehicle inspections, preventative maintenance, and maintenance documentation.
- Experience preparing for and participating in NSC audits, regulatory inspections, compliance reviews, or internal audits.
- Experience managing driver qualification files, driver abstracts, training records, vehicle records, inspection documentation, permits, registrations, insurance, and repair records.
- Strong understanding of commercial vehicle operations, defect reporting, Schedule 1 inspections, driver responsibilities, and transportation safety requirements.
- Experience with Hours of Service regulations and ELD systems; GeoTab experience is strongly preferred.
- Mechanical knowledge and understanding of vehicle, trailer, and equipment maintenance.
- Strong computer skills, including spreadsheets, digital recordkeeping, maintenance tracking, reporting tools, and fleet/compliance systems.
- Valid Class 5 driver's licence required. Commercial driving experience is considered an asset.
Preferred Experience & Assets
- Experience managing or supporting a federally regulated carrier.
- Experience with Alberta Transportation requirements.
- Knowledge of cargo securement, weight and dimensions, driver competency programs, and vehicle-specific training.
- Experience with Smartsheet, SharePoint, ERP systems, asset management systems, Holman, JDE, Workday, or similar platforms.
- Knowledge of heavy-duty mobile equipment and construction-related fleet operations.
- Experience developing policies, procedures, training materials, compliance checklists, and audit preparation tools.
Who We Are Looking For
- Highly organized and detail-oriented.
- Experienced enough to know what a strong fleet compliance program should look like.
- Proactive, accountable, and able to work independently.
- Confident dealing with audits, regulators, inspections, documentation, and deadlines.
- Comfortable working with drivers, mechanics, vendors, inspectors, supervisors, and management.
- Strong at identifying gaps, fixing problems, and following through.
- Process-driven, analytical, and focused on continuous improvement.
- Able to manage multiple priorities without losing sight of compliance details.
- Clear and professional in communication.
Why This Role Matters
- This position is critical to the success of our fleet, shop, safety, and compliance program. BAAC Construction needs someone who can take ownership, build structure, keep records accurate, support drivers and operations, and ensure the company is prepared for audits and inspections at all times.
- The right person will help protect the company, reduce risk, improve efficiency, and ensure our vehicles, equipment, drivers, shop, and documentation meet the required standards.
