Vehicle Fleet Coordinator (St. Thomas)

Drive your Career!

We love our cars, but it’s the people behind them who make them what they are. To market, sell, and service great cars, we need great people. That’s why at Volkswagen Group Canada, we are passionate about our cars and our brand and foster this same passion and drive in our people. We know that the right people in the right positions can do incredible things, and we love making that happen.

Our mission has started. Volkswagen Group’s largest cell factory in St. Thomas will carry out all battery activities – from processing raw materials to developing a unified Volkswagen battery to managing the European and North American gigafactories. Headquartered in Salzgitter, Germany, we are experiencing the transformation of mobility up close. Our goal is to contribute a positive impact to our global society, the environment, and the economy. To reach these goals we need your POWER!

We are looking for a Vehicle Fleet Coordinator based out of the St. Thomas, Ontario office.

The Vehicle Fleet Coordinator is responsible for the internal corporate vehicle fleet management process and will temporarily report to CHRO. This includes fulfilling new department vehicle orders for both the Audi and VW brands, monitoring for policy and budget compliance, analyzing, and ensuring all vehicle asset stages are properly tracked and accounted for by internal pool vehicle custodians. This role functions as the process leader and subject matter expert for the company vehicle ordering and tracking system to validate correct configuration, costing, ordering to policy, and the delivery/in-service, surrender, and auction process of all company fleet vehicles.

This is a flex hybrid model, requiring 2 days in the St. Thomas office.*

Primary Responsibilities:

• Monitor, analyze, and report on company car inventory stages and key performance indicators (KPIs) to optimize vehicle life cycle management (from in-service to for-sale).
• Serve as the System Administrator and Subject Matter Expert for the Company Vehicle Tracking System, ensuring accurate reporting.
• Maintain and update the system with new vehicle models, pricing configurations, and work with the vendor to resolve inaccuracies.
• Ensure pool fleet vehicles are properly serviced.
• Oversee the delivery process for department fleet vehicles, including receiving, scheduling pre-delivery inspections (PDI), and preparing licensing (regular trips to the Ministry of Transportation offices).
• Coordinate and schedule the surrender of vehicles out of corporate headquarters.
• Liaise with internal fleet custodians on vehicle accidents and repair procedures.
• Act as the custodian for the corporate fleet, managing vehicle needs, making recommendations for fleet expansion, and ensuring budget compliance.
• Track the life cycle of all corporate pool and fleet vehicles, ensuring timely deliveries and proper system updates for payment and accounting.
• Develop analytical methods and reporting systems to optimize department KPIs and vehicle asset management. Prepare reports and presentations for the Corporate Vehicle Services department.
• Manage vehicle disposal at the end of use, including re-purposing, sales through the friends and family program, auction, or scrap vendor disposal.
• Reconcile aging reports with electronic asset systems and investigate discrepancies to ensure accurate asset recording.
• Monitor and collaborate with toll road providers to ensure proper accounting of toll trips for fleet vehicles.
• Prepare reports for Driver’s Abstract, insurance, provincial registration authorities, and other relevant stakeholders.
• Design, implement, and maintain process flows and desk instructions for fleet and pool car operations.
• Participate in IT system updates, provide feedback, and represent the department in system improvements.
• Provide backup support for other roles within Corporate Vehicle Services, including order approval, customer service, and new and used vehicle deliveries.
• Understand vehicle product configurations to develop ordering guides for internal stakeholders.
• Monitor and track vehicle plating requirements by province, ensuring annual renewals for VGCA-owned vehicles and plates. Produce policy manuals, process documentation, and train staff to ensure compliance.

Desired Skills:

• 1-3 years’ experience in dealership or fleet vehicle operations, including rental or corporate fleet management.
• Knowledge of vehicle configurations, registration, remarketing processes, and manufacturer/dealer plating.
• Expertise in designing, documenting, and improving end-to-end processes while identifying and addressing deficiencies.
• Proficiency in developing analytical reports and using data to drive decision-making.
• Strong MS Excel skills and familiarity with database management, with the ability to quickly adapt to new systems and technologies.
• Experience with vehicle delivery, insurance, and auction workflows.
• Exceptional attention to detail, organizational skills, and the ability to prioritize tasks effectively.
• Strong written, verbal, and presentation skills, combined with a customer service-oriented approach.
• Ability to develop and write new policies, document processes, and ensure clarity across teams.
• Strong analytical skills for identifying trends, solving problems, and driving improvements.
• German language skills are considered an asset.

What you’ll get in return:

• A flexible and collaborative team dynamic.
• Opportunities for development.
• Opportunities to participate in exciting company events that give back to the community.
• Competitive employer-paid benefits and overall compensation package.
• And much more!

*This is a flex hybrid work structure, where employees can work both remotely and on-site. However, please note all hybrid work arrangements are subject to the terms and conditions of our hybrid work policy as may be amended from time to time.

Please note that we appreciate the interest of all candidates; however, only those under consideration will be contacted.

Volkswagen Group Canada Inc. is committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, family status, gender identity, gender expression, national origin, age, disability, or any other characteristic protected by federal or local laws.

Volkswagen Group Canada Inc. is committed to providing accommodations for people with disabilities, including during the application process. If you require an accommodation because of a disability, we will work with you to determine what reasonable accommodation may be available to meet your needs whether it be as an applicant or an employee. Applicants need to make their needs known in advance. If you are selected for an interview and require an accommodation, you are encouraged to advise the Recruiter who will consult with you to determine an appropriate and reasonable accommodation.