Fleet Procurement Coordinator

Job Details

Permanent Full Time (CUPE 1329)

Posting Status

Open to all current Town of Oakville employees and external applicants

Closing Date

Applications for this position must be received at by no later than 11:59 p.m. on June 26, 2026.

This job posting is for an existing vacancy and therefore will be filled accordingly.

Reporting to the Fleet Operations Manager, the Fleet Procurement Coordinator provides specialized procurement and fleet lifecycle coordination expertise to ensure fleet assets are strategically acquired, monitored, and managed in compliance with municipal procurement policies and corporate fleet standards. Key duties include coordinating purchasing processes, recommending technical specifications and tender requirements, tracking orders and warranties, and partnering with vendors and internal departments to support right-sizing and replacement planning of fleet assets. The role administers contract documentation, monitors contractor performance, and conducts market research on emerging and sustainable fleet technologies.

Job Responsibilities

• Maintains accurate fleet asset data to ensure reliable reporting.
• Maintains up-to-date and accurate information within the Town’s fleet management systems, including preventive maintenance schedules, asset inventories, procurement records, and lifecycle tracking.
• Analyzes fleet data and produces operational reports on fleet performance, asset lifecycle status, utilization trends, and cost metrics to inform planning and decision-making.
• Administers vehicle certifications, safety inspections, regulatory requirements, and compliance obligations; flags variances and escalates issues as required.
• Collaborates with the Fleet Data Analyst to validate data, interpret results, and translate insights into recommendations to improve and monitor fleet utilization.
• Monitors fleet KPIs (e.g., utilization, downtime, lifecycle cost, recalls) and prepares findings and recommended actions to support procurement planning and fleet optimization.
• Coordinates day-to-day operational support for Fleet Operations and contributes analytical input to continuous improvement, training support, and long-range forecasts.
• Coordinates day-to-day administrative workflows for Fleet Operations, including scheduling, communications, document control, and liaison with internal departments and external partners.
• Administers and interprets the Town’s Corporate Fleet Policy, driver training requirements, and related Ministry of Transportation compliance programs; recommends updates and process improvements.
• Coordinates asset lifecycle planning support by preparing disposal documentation, validating inventories, and updating asset records.
• Coordinates budgeting and financial controls for capital and operating expenditures, including tracking procurement costs, reconciling accounts, processing invoices, and identifying variances with recommended corrective actions.
• Monitors and manages procurement activities, including validating deliveries, maintaining purchasing documentation, ensuring compliance with municipal financial procedures, and supporting accurate budget tracking and reporting.
• Prepares financial analyses and documentation—such as cost projections, variance summaries, Council report appendices, and business case materials—to support asset management planning, budget development, and informed decision-making.
• Manages vendor relationships and procurement processes by liaising with suppliers to obtain and evaluate quotes, confirm specifications and timelines, resolve availability issues, and support contract administration activities including purchase orders, amendments, and extensions.
• Monitors and evaluates vendor performance, pricing, and contract compliance; conducts market research on emerging and sustainable fleet technologies; maintains asset management pricing tools; and provides recommendations to support lifecycle planning, procurement decisions, and service quality improvements.
• Leads and coordinates the end-to-end procurement of fleet vehicles and equipment, including developing specifications, preparing bid documents (RFQs, RFTs, REOIs), consulting with departments to define requirements, and ensuring compliance with municipal procurement policies and fleet standards.
• Oversees procurement execution and lifecycle planning by monitoring orders, delivery timelines, warranties, and contract obligations; evaluating utilization data to inform fleet sizing and replacement; conducting vendor assessments; inspecting equipment for compliance; and coordinating issue resolution, risk mitigation, and acceptance decisions.
• Leads continuous improvement and operational support initiatives for Fleet Services, Fleet Training, and Stores by delivering system training and support, monitoring performance metrics, identifying optimization opportunities, and developing standardized procedures and documentation to enhance service delivery and compliance.
• Supports the implementation and operationalization of the Town’s Green Fleet initiatives by coordinating procurement, lifecycle planning, and system integration for light-duty and small equipment assets, while identifying impacts and recommending practical approaches to ensure effective, compliant adoption within existing fleet and procurement frameworks.
  
  

Qualifications

• Completion of a Diploma or Degree in Business Administration, Supply Chain Management, Public Administration, or a related field.
• Minimum of 3 years’ experience in fleet operations and procurement or asset management including experience with purchasing, vendor coordination, and contract administration
• Experience in fleet operations procurement in a public sector environment would be an asset.
• Comprehensive knowledge of municipal fleet operations and public-sector procurement, including vehicle and equipment specifications, lifecycle management, competitive bidding (RFQs/RFTs), contract administration, and compliance with regulatory and municipal standards.
• Proficiency in financial administration, data analysis, and systems use, including budget tracking, invoice processing, asset data management, KPI reporting with the ability to support continuous improvement and process optimization.
• Knowledge of regulatory and compliance requirements to ensure fleet assets meet safety, certification, and applicable legislation including the Highway Traffic Act and Ministry of Transportation standards (including CVOR), minimizing legal and operational risk.
• Proficiency with MS Office applications (particularly Excel) as well as fleet management, purchasing, and reporting systems/software (i.e. JDE, ReportsNow, FMW or similar systems).
• Strong analytical and data-management skills.
• Data management and analytical skills to maintain accurate fleet records, generate reliable reports, support utilization analysis, and provide evidence-based input into planning and forecasting.
• Financial and budget administration skills to support capital and operating budgets, prevent cost overruns, ensure accurate invoice payment, and safeguard public funds.
• Demonstrated creativity and problem-solving ability to develop procurement specifications, adapt processes, and identify alternative solutions that respond to evolving operational needs, market constraints, and sustainability objectives.
• Strong communication, collaboration, and relationship-building skills to effectively engage stakeholders and vendors; applies sound judgment, diplomacy, and customer service while multitasking, managing competing priorities and resolving issues, while maintaining organization and performance under pressure and tight deadlines.
• Ability to work collaboratively across departments and maintain accuracy in a detail-oriented, service-driven environment.
• Conflict management and diplomacy when addressing procurement disputes, specification disagreements, delivery issues, or competing operational demands.
• Ability to exercise sound judgment and discretion when handling sensitive financial, contractual, and operational information.
• Demonstrated understanding of public sector procurement principles and processes, including ensuring all purchasing activities comply with applicable legislation, municipal bylaws, internal policies, and audit requirements, while maintaining transparency, fairness, and stewardship of public funds.
• Perform other duties as assigned.
  
  

DATED: June 12, 2026

The Town’s recruitment software includes elements of artificial intelligence to assist in the screening and short-listing of qualified candidates.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for the interview is 75%.

We thank all applicants and advise that only those selected for an interview will be contacted.