Junior Fleet Coordinator -Maternity Leave Cover

Valard, is Canada’s premier utility contractor, as well as head of the Valard Group of Companies and part of the Quanta Group, the largest electrical power contractor in North America. Valard has full-service capabilities for transmission, distribution, substations, foundations, telecommunications, and renewable energy.

Under the direction of the Fleet Support Services Manager, the Junior Fleet Coordinator will be responsible for providing clerical and administrative support for all aspects of Fleet requirements.

Responsibilities:

• Maintain rental contract packages for Valard East operations (record terms of the contract in equipment master of JDE, inform Fleet Support Services Management and Fleet Accounting regarding changes in terms & inform involved parties regarding contracts coming to an end to facilitate return of units or extension of the contracts).
• Generate JDE purchase orders for services, parts, and rentals while ensuring commitment is limited to the duration of equipment requirement as per project request.
• Process supplier invoices using Transform AP program, follow up with suppliers for missing invoices, and ensure all completed work on equipment is received within the GL timeframe.
• Maintain rental equipment purchase orders in JDE by reviewing the need for existing (open) purchase orders of rental equipment and taking actions, such as closing/canceling unrequired purchase orders or extending the value or term of certain purchase orders if the intended period of rental is extended due to operations need for the unit.
• Communicate with rental suppliers on various issues of rental equipment contracts based on direction of Fleet Support Services Management.
• Work with on-site fleet equipment trackers of projects on acquisition, rental damages & rental returns of equipment.
• Maintain, update, and report status of rental equipment in JDE and take appropriate action on rental units returned by projects to either return to vendor or seek the opinion of Fleet Support Services Management regarding possible acquisition if the unit was acquired under RPO.
• Maintain and update equipment location changes within the JDE program for the East region on the instruction of Fleet Support Services Management and/or Verizon GPS tracking report.
• Assist Fleet Support Services Management with administrative/paperwork of meetings with rental suppliers.
• Track area units for expired & soon to expire fleet unit certifications.
• Scan and add completed work orders to Fleet SharePoint.
• Review unit binders as units come into the shop. Ensure all documentation is complete and up to date.
• Collect and forward various documents to the Corp Fleet group as required.
• Arrange paperwork for license plate retrieval and update JDE/associated trackers with any new plate or plate changes information. Also to include annual vehicle insurance (pink cards), and annual permits, etc.
• Create mechanic personnel timesheets in mVolts.
• Create PNC reports for the Fleet Support Services Manager and mechanics for monthly Visa transactions.
• Work closely with Fleet Support Services Management to ensure all relevant Fleet documents and Fleet administrative tasks and compliance items are completely and carefully managed.
• Manage various spreadsheets and reporting tasks.
• Assist Fleet Support Services Management with tasks and projects that may be assigned from time to time.
• Coordinate equipment repairs with mechanics in a timely fashion.
• Other duties as assigned.

Knowledge, Skills & Abilities:

• Demonstrated computer software proficiency with Microsoft Office with a strong working knowledge of Microsoft Office Suite - Excel, Word, and Outlook.
• JD Edwards experience an asset.
• Minimum 3 years administrative experience.
• Basic knowledge of fleet dispatch and trucking regulatory environment across Canadian provinces.
• Experience with project or equipment administration an asset.
• Knowledge of the appropriate tools, equipment, vehicles, and gear required for execution of work by operating divisions of Valard.
• Proven ability to work independently and in a team environment.
• Self-starter with the ability to organize and manage multiple tasks and meet deadlines in a fast-paced high-pressure environment.
• Excellent interpersonal and communication skills, and ability to work effectively in a team environment.
• Ability to work with a sense of urgency by demonstrating the ability to shift priorities to accomplish objectives.
• Excellent ability to clearly and effectively communicate information and clarify requirements both orally and in writing by creating reports, correspondence, contracts, requests, and other documentation.
• Ability to show discretion with confidential and/or personal material.
• Willing and able to learn new skills and concepts quickly.
• Confident, positive & outgoing personality.
• Able to maintain a professional demeanor in challenging situations.
• Ability to follow up.

The Junior Fleet Coordinator must maintain strict confidentiality in performing his/her duties. It is Valard Construction's policy to protect its trade secrets, customers lists and other confidential or proprietary information as vigorously as possible. He/She must also demonstrate the following personal attributes:

• A very committed individual, great work ethic; punctuality and efficiency.
• Ability to work independently.
• Resourcefulness; able to track down information without much guidance in order to perform their duties.
• Team player; going above and beyond your duties; finding ways to improve processes.
• Someone with initiative that can plan the upcoming workload to better serve the people in the office.
• A strong communicator with excellent customer service skills.
• Attention to detail is very important.
• Person with excellent time management and organizational skills; able to prioritize tasks according to deadlines and level of importance.
• Able to work with minimal supervision and as a team player.
• Intermediate to advanced computer skills in Microsoft Office products and Adobe Acrobat.
• Excellent oral and written communication skills.
• A professional and positive attitude.

Valard Construction LP is an equal opportunity employer, committed to a diverse workforce. We offer a competitive salary and a complete range of employee benefits.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' education and experience best meet the needs of the position. Only individuals selected for interviews will be contacted.