Fleet Services Administrator

The Municipal Group of Companies, based in Bedford Nova Scotia, is a large, diversified organization engaged in all major aspects of the heavy civil construction, mining, and environmental services within the Atlantic Provinces. We are currently seeking the expertise of a Fleet Services Administrator to join our team from our office based in Bedford, NS.

Job Summary

The Fleet Services Administrator is responsible for ensuring the proper registration, titling, and compliance of all vehicles, trailers, tractors, and off road equipment owned by The Municipal Group of Companies (MGOC). This role involves accurate record keeping, coordination with multiple company offices, adherence to motor vehicles rules and regulations, and overseeing various administrative tasks related to fleet management.

Primary Duties and Responsibilities

• Ensure all MGOC vehicles, trailers, tractors, and off road equipment are properly registered, plated, titled, and records are maintained accurately.
• Track all registry costs and reconcile monthly statements for accounting purposes.
• Distribute all registry documentation, including license plates and annual renewals, to drivers and groups.
• Maintain an understanding of motor vehicles rules and regulations and complete necessary forms for new plates, registrations, weight changes, etc.
• Apply for refunds and surrender unused or disposed of license plates and registrations.
• Acquire and distribute appropriate insurance cards annually to end users.
• Set up and maintain accurate files documenting ownership, location, and company assignment of vehicles and equipment.
• Update and oversee the company shared portal with renewals, newly plated equipment, and asset documentation.
• Renew and apply for MGOC IFTA fleets and distribute yearly IFTA licenses and decals.
• Renew carrier profiles yearly to ensure compliance.
• Ensure road assets are compliant with proper weights, plates, etc.
• Track and update any driver changes in the company equipment portal.
• Facilitate company/division transfer changes for vehicles.
• Coordinate lease line transfers between provinces/companies.
• Request mature or early buyouts on leases and ensure proper documentation and transfers.
• Work with insurance to apply for Experience Letters for employees.
• Issue and track transponders for tolls on Cobequid Pass and Strait Pass.
• Provide ownership documents for insurance claims and permits.
• Coordinate the installation of GPS in company vehicles as necessary.
• Must have a valid driver's license and personal vehicle for Access N.S. visits.
• Perform other tasks as required.

Required Knowledge, Skills, Abilities, Education, and Experience

• Strong organizational and administrative skills.
• Excellent attention to detail and ability to maintain accurate records.
• Familiarity with motor vehicles rules and regulations preferred.
• Proficient in MS Office (Excel, Word, Outlook).
• Ability to work independently and collaboratively in a fast paced environment.
• Must have a valid driver's license and personal vehicle for motor vehicles visits.

Application Process

Completed applications should be submitted to:

Human Resources
Attn: Emily Siepierski
Via Email:
Please reference "Fleet Services Administrator" in the subject line.

We are an equal opportunity employer that encourages all interested candidates to submit a detailed resume, quoting the position title.

We would like to thank all those who apply; however only those selected for an interview will be notified.