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Fleet Coordinator/Admin Assistant

CBRE

This is a Contract position in Toronto, ON posted December 4, 2017.

ESSENTIAL DUTIES and RESPONSIBILITIES 
Responsible for procurement of cell phones, uniforms, credit cards and business cards. Management of fleet driver set-up, database maintenance and monitoring. Set-up and maintenance of purchasing program and necessary troubleshooting. Manages other programs such as bi-annual customer satisfaction (CSAT) survey and the safety footwear program. 

 

Single point of contact for Vehicle Lease Provider to register/un register vehicles, approve repairs, arrange rental vehicles, manage license plate sticker renewal and any other vehicle related matter.

 

Manage GeoTab system for all Vehicle monitoring. Provide reports as required, complete driver updates and monitor vehicle usage to ensure violations and unusual use are flagged appropriately.


Management and processing on-boarding and off-boarding employees including quality assurance. Ownership of communications for staffing changes and promotions. Full responsibility for maintaining the organizational chart and contact list.

Coordination of logistics and materials for team meetings and events such as all quarterly Town Hall meetings. Prepares and ensures availability of materials to support the event or meeting objectives. May arrange for meeting services such as site selection, catering, visitor access, etc. 

Support account leadership in building client-facing presentations as needed. Completes expense reports for account leadership. Maintains appropriate records to support the business unit. Tracking and compilation of performance results as needed. 

 

Interprets and documents policy and procedures for the assigned department to ensure compliance with business standards and to identify work improvements. Works with others to develop improvements to create timely and efficient workflow for the department.  

Responsible for IT and other administrative asset safeguarding. Ownership of network and systems access for employees (SharePoint, Shared Drive, EAM, Driver Portal, MyHSE, etc.). Procurement of VPN and IT equipment.

Performs administrative duties such as conducting research, updating and maintaining databases, preparing company forms and maintaining confidential files. Answers phone calls with regards to inquiries, researching and resolving problems requiring knowledge of department policies and procedures.

Serves as an administrative liaison to others within/outside the department/company regarding administration issues in areas such as accounting (expense reports), marketing (proposal collateral, client events), mapping and research (client research).

Creates and initiates correspondence and memoranda; compiles and prepares data for administrative reports and presentations.  Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements.

Carries out special projects and assignments as requested. May be responsible for coordination/planning and execution of special events and conferences for client, department and/or office events. May participate in communicating new program(s) to employees.

Administers the department/business unit record keeping system; updates various department and/or business unit records and publications; ensures that department/business unit files are maintained in accordance with company policies and procedures; reviews requests for information and determines the appropriateness of release.

 

Other duties and projects assigned as needed.

SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks.

 

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE
High school diploma or general education degree (GED) required. Associate’s degree (AA) or equivalent from two- year College or technical school preferred. Minimum of four years of related experience and/or training.

CERTIFICATES and/or LICENSES
None

COMMUNICATION SKILLS
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and/or ABILITIES
Intermediate experience with Microsoft Office Suite. Must have a strong command of the English language and excel in the areas of spelling, grammar and punctuation.

 

 

Skills Required

  • Education level: None
  • Work experience (years): None

Package

Salary: N/D

How to Apply

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