Job Title: Office & Fleet Coordinator
Position Overview
The Office & Fleet Manager plays a critical role in supporting the daily operations of Pineridge Tree Service by overseeing office administration, fleet maintenance coordination, and operational systems. This position combines strong organizational and administrative leadership with fleet and equipment management responsibilities to ensure the company operates efficiently, safely, and professionally.
The successful candidate will manage office systems, employee and customer communications, fleet maintenance administration, vendor coordination, and operational reporting while supporting the leadership team in achieving company goals.
Key Responsibilities
Office Administration & Operations
- Manage day-to-day office administration and organization.
- Answer incoming calls and monitor company emails professionally and promptly.
- Support positive employee, customer, and vendor interactions.
- Build, document, and continuously improve office administration SOPs and systems.
- Coordinate internal communications and assist with company meetings, events, and team initiatives.
- Maintain organized filing systems, company records, and operational documentation.
Fleet & Equipment Administration
- Maintain accurate service histories, maintenance schedules, and work orders using Fleetio.
- Coordinate preventive maintenance schedules for all vehicles and equipment to minimize downtime.
- Track fleet inspections, annual safeties, MTO requirements, certifications, and regulatory compliance.
- Coordinate with external vendors and service providers for specialized repairs, inspections, warranty work, and certifications.
- Monitor maintenance expenses and assist with fleet budgeting and cost control.
- Track parts inventory, shop supplies, and equipment records.
- Monitor repair trends and provide recommendations regarding equipment replacement and capital purchases.
- Support seasonal fleet transitions, including winterization and spring preparation.
Accounting & Financial Administration
- Support invoice processing, purchase tracking, and expense management.
- Maintain accurate administrative records and reporting.
- Support bookkeeping processes and financial administration.
- QuickBooks Online experience is considered a strong asset.
Human Resources & Safety Support
- Assist with onboarding and offboarding employees.
- Maintain employee records, training documentation, and compliance files.
- Support internal health and safety programs and documentation requirements.
- Track certifications, licenses, and required employee training records.
- Assist leadership with HR administration and policy implementation.
Qualifications & Experience
Required
- Minimum 3–5 years of office administration, office management, operations coordination, fleet administration, or related experience.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Strong computer proficiency and ability to learn new software systems quickly.
- Experience using CRM systems, scheduling software, and Microsoft Office or Google Workspace.
- High attention to detail and ability to manage multiple priorities simultaneously.
- Ability to work independently and take ownership of responsibilities.
Preferred Assets
- Experience with Fleetio or similar fleet management software.
- QuickBooks Online experience.
- Experience in construction, trades, landscaping, arboriculture, transportation, or service-based industries.
- Experience supporting health & safety programs and HR administration.
- Knowledge of fleet maintenance scheduling and equipment management processes.
We are committed to providing an inclusive and accessible recruitment process. Accommodations are available upon request for candidates taking part in all aspects of the selection process. If you require accommodation, please advise us and we will work with you to meet your needs in accordance with applicable legislation.
To support our recruitment efforts, we may use technology, including artificial intelligence (AI) tools, to assist with the screening and evaluation of applications. All hiring decisions are made by qualified individuals, and the use of AI does not replace human review or decision-making. Candidate information is handled in accordance with applicable privacy laws and company policies.
Pay: $25.00-$35.00 per hour
Work Location: In person
