Business Coordinator - Fleet Equipment Management Program

Coordinate and participate in the budget, financial and business planning functions of the Fleet and Power Equipment Sections.

Assist the Manager of Fleet in the development of budgeting and financial planning strategies, and fleet administration responsibilities for the sections in relation to the asset management strategy. Coordinate the administration of the regulatory compliance needs of the sections including commercial driver abstract administration.

Determine cost tracking and budgeting business needs, identify business requirements and implement related changes based on those needs with consultation and input from the Manager of Fleet. This includes finding efficiencies in, and making improvements to, the corporate fleet asset cost capture and use of asset lease models.

Monitor, analyse and report on cost accounting/asset management. Coordinate with Asset Management and Finance to develop asset management and maintenance management systems to improve cost tracking.

Coordinate the process and guide fleet and power equipment supervisory and management staff in the development of departmental fleet and equipment operating budgets.  Prepare monthly and annual budget tracking reports, such as over/under budget reports, expenditure curves, revenue to expense comparisons and analysis of variance of actual to budget.  Prepare financial performance reports with supporting documents on operating and capital projects and programs.  Work with supervisor to finalize documentation and deliver information. 

Coordinate and provide liaison with city wide end user groups on the administration, annual renewal and ongoing ICBC insurance requirements of all licensed vehicles and equipment.

Track and report the financial progress of ongoing capital and operating budgets: provide section staff with fleet and equipment analysis and advice in areas such as trending, analysis of material cost changes, and analysis of labour/cost shifts. Prepare reports for the supervisor for presentation to senior management. May be required to assist in presentation. 

Coordinate the collection and analysis of fleet data and maintain fleet inventory system and master files utilizing asset management software.  Coordinate the reporting and recording of fleet including vehicle replacement and rental ledger, vehicle accident reporting, ICBC claims, insurance forms, co-ordinate the short-term rental of vehicles; arrange the purchase of insurance for City vehicles; maintain records of fleet and equipment assignment and location. Administer vehicle and equipment disposal documents. Prepare requests for proposals and related documents for operational contracts such as service, vehicle rental and inventory; assess and make recommendations in the selection of suppliers of assets and services.

Responsible for the management of the National Safety Code requirement to manage and administer the annual driver’s abstract database for all commercial vehicle operators with the City. The responsibility includes renewal requests, review of the licence status and reporting of noncompliance to the Manager of Fleet.

Responsible for the maintenance and administration of the fuel security card Program regarding issuing, activating or deactivating cards and accounting period end reconciliation of all fuel transactions city wide. Troubleshoot fuel program errors and/or liaise with Fuel system provider and/or internal IT department to resolve issues. Monitor and upload fuel data to the asset management program software. Export data to create and provide fuel reports to Fleet management, Police and other City divisions.  Liaise with IT to create fuel system data and reporting improvements.

Maintain the financial components of fleet by determining and adjusting budget, calculating depreciation, overhead and charge out and vehicle lease fee and recovery rates; support the manager in the determination of the appropriate inter-departmental charges; prepare and process journal vouchers for various departments.

Provide accounting support for Fleet and Power Equipment sections including budget preparation, analysis, GL Inquiries, opening and closing work orders and assisting with process reviews.  Create and manage manual and computerized files and databases.  Work with the Fleet Admin Team to analyse financial and operational information to compile and produce a variety of complex costing and statistical spreadsheets and reports, such as revenue, expenditures, variances and benchmarking of industry standards for recommendations to Manager. 

Contact outside agencies and other departments such as ICBC, National Safety Council, Insurance Brokers, Police and Fire Departments to obtain or provide information. Reconcile a variety of monthly billings; sort and distribute incoming correspondence; code invoices and forward for payment; receive purchase order documents and forward for payment.

Perform related duties where qualified.

Work is generated by operational demand or requests for services and is reviewed periodically for accuracy. 

Major expenditures or issues that deviate significantly from departmental practices and policies are discussed with supervisor.

Sit with arms unsupported while keyboarding. (often)

Touch keying with calculator. (occasional)

Short periods of intense concentration while analyzing data and compiling statistical reports. (often)

Meet multiple deadlines. (often)

Focus on source data and VDT for long periods. (often)

Office.

Organize and prioritize work.

Understand and apply the techniques of financial accounting, budget and business processes, and fleet management principles.

Strong verbal and written communication skills.

Interpret related legislation, policies, and regulations.

Type 60 wpm; working level operation of current City of Victoria word processing and specialty software.

Advanced knowledge and experience of current City word processing, spreadsheet, modelling and related specialty software.

Strong Understanding of Microsoft 365 programs including Excel, SharePoint & Teams

Ability to multi-task and manage changing priorities under tight deadlines.

Strong time management and prioritization of tasks

Maintain accurate records.

Establish and maintain effective working relationships.

Deal effectively with the public and outside agencies.

High School Graduation

Diploma in Business Management Administration or related field. (2 years)

Maintenance Management Professional Certification (MMP) (16 months)

Current and valid Class 5 B.C. Driver's Licence

Required to sign an attestation of confidentiality

3 years of related experience including experience in fleet management or asset management / maintenance operations.

Or an equivalent combination of education and experience.

May be requested to substitute in a more senior position.

To apply for this opportunity, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume. 

The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process. 

If you require assistance, please email us at careers@victoria.ca.