Fleet and Equipment Administrator

Are you an organized and detail-oriented professional with a passion for administration and coordination? Do you enjoy keeping things running smoothly, managing information, and working with different teams to solve problems? Are you someone who takes pride in accuracy, communication, and providing exceptional customer service? Are you looking to be part of a growing team and company?

The Universal Group, recognized as one of Canada's Best Managed companies in 2026,, has an exciting opportunity for a Fleet & Equipment Administrator to join our team. The Fleet & Equipment Administrator plays an important role in supporting the coordination and administration of our Fleet & Equipment program. This position is responsible for managing work order intake, maintaining accurate asset records, tracking repairs and maintenance, and supporting insurance and documentation requirements. Working closely with internal teams, vehicle shops, vendors, and external stakeholders, the successful candidate will help ensure our fleet operations remain organized, efficient, and compliant.

What you will be responsible for:

Administrative Coordination & Work Order Management

• Coordinate the intake and processing of all Work Orders for the Western Region, including Vancouver Island, Interior BC, and the Lower Mainland.
• Monitor and coordinate work orders received through email, phone, and fleet management software.
• Work closely with regional teams to ensure work orders are communicated, tracked, and actioned in a timely manner.
• Coordinate with internal departments, vehicle shops, and ICBC to support timely repairs and insurance requirements.
• Provide administrative support for fleet-related initiatives and interdepartmental projects.
  

Fleet & Asset Management

• Maintain accurate and up-to-date records of company vehicles and other fleet assets.
• Track vehicle information, repairs, maintenance activities, and outstanding service requirements.
• Enter and maintain accurate asset information within fleet management software and administrative systems.
• Assist with tracking invoices, ICBC claims, and related fleet documentation.
• Support the identification and resolution of outstanding repair and asset-related issues.

Documentation Management & Quality Assurance

• Maintain organized and accurate records of fleet assets, repairs, maintenance, and insurance documentation.
• Organize, digitize, file, and archive asset-related documents to ensure information is easily accessible.
• Support quality assurance processes by reviewing information for accuracy and completeness.
• Assist in ensuring fleet documentation and asset records meet internal requirements and compliance standards.
• Identify discrepancies and follow up to ensure records are updated accordingly.

Communication & Stakeholder Support

• Maintain a high level of customer service when communicating with internal teams, vendors, vehicle shops, and external stakeholders.
• Facilitate clear and timely communication between regional coordinators, vendors, and other departments.
• Respond to fleet-related inquiries and provide administrative support to resolve issues.
• Build and maintain positive working relationships with internal and external stakeholders.

Reporting, Data Entry & Continuous Improvement

• Perform accurate and timely data entry across fleet management software and administrative systems.
• Support data tracking and analysis to identify trends, outstanding items, and opportunities for improvement.
• Assist with maintaining accurate fleet information and reporting.
• Identify opportunities to improve administrative processes, coordination, and documentation practices.
• Provide feedback and recommendations to support the continued improvement of the Fleet & Equipment program.

What you get from us:

• Extended healthcare benefits available after probation.
• Access to Employee Assistance Program.
• Opportunity to work for a large, growing company.
• An RRSP matching plan.
• Paid vacation.
• Competitive compensation package.
  
  

What we need from you:

• Previous administrative experience in a coordination or administrative support role.
• Experience in fleet management, equipment administration, asset management, or a related environment is an asset.
• Education in Administration, Asset Analysis, or a related field is an asset.
• Strong organizational and documentation skills with exceptional attention to detail.
• Proficiency in data entry and experience working with administrative software and systems.
• Strong communication and interpersonal skills, with the ability to work effectively with different teams and stakeholders.
• Excellent customer service skills and the ability to build positive working relationships.
• Strong problem-solving skills and the ability to manage competing priorities in a fast-paced environment.
• A proactive approach to identifying process improvements and addressing administrative challenges.
• Adaptability and the ability to respond effectively to changing priorities and operational needs.

Why The Universal Group?

The Universal Group is driven by our purpose to provide Peace of Mind to both our clients and team members. Our people embrace our core values of being ‘Passionate, Authentic, and Driven’ in everything we do and in every decision we make every day. They are the fabric of who we are and, without question, the reason for our success and continued growth.

The safety of our team members and the public is what drives us every day.

The Universal Group is an industry leader in traffic control services, traffic management planning, traffic equipment supply, landscaping, temporary labour and occupational health and safety training. We are a one-stop shop, as our full suite of services ensures that we can manage projects from conception to completion.

For more information about the company, please visit our Indeed Profile!

Our Commitment to Diversity

The Universal Group is an equal-opportunity employer committed to diversity and inclusion in the workplace.

We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic.

Apply today; we can’t wait to hear from you. Come grow with us!

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