Fleet Administration

FLEET ADMINISTRATION

At Clearway we are committed to every project. We pride ourselves on a keen work ethic and more importantly, the talent and skill of our people. In fact, the Clearway Staff is the reason why so many organizations turn to us for the most complex construction assignments. That is how we’ve evolved from a sewer and watermain contractor, to one of Canada’s most reputable construction companies with as many capabilities as there are needs.

Clearway has been operating for more than 50 years, specializing in sewers and watermains, transportation, dry utilities, shoring, road reconstruction, concrete forming, marine, environmental remediation and treatment plants / pumping stations.

 If you are looking to work for a growing company who values the contribution of its employees and you demonstrate creativity, ingenuity, initiative and a high-level commitment then we are the company for you. We offer challenging and rewarding career opportunities, with room to grow, learn and excel.

JOB SUMMARY

We’re looking for a motivated and detail-oriented Fleet Administrator to join our Fleet & Administration team. This role is responsible for maintaining accurate fleet records, supporting asset capitalization and depreciation tracking, and processing vendor invoices with proper G/L coding.

Reporting to the Director of Fleet Systems and Administration, the Fleet Administrator provides administrative and financial support for the management of company owned and leased vehicles and equipment. The ideal candidate is highly organized, detail oriented, and comfortable working across Fleet, Finance, and Operations to ensure fleet documentation, costs, and approvals are accurate and timely.

Location: Clearway Equipment Office & Yard – 69 Freshway Dr, Concord, ON L4K 1R9.

Hours of Operation: 8:00 am to 5:00 pm (EST), Monday through Friday (On site)

Annual Salary: $50,000 - $60,000 (Based on qualifications, experience and relevant skills)

ESSENTIAL DUTIES & RESPONSIBILITIES

Fleet Administration

Maintain accurate records for all fleet assets including vehicles, equipment, and trailers

Manage asset documentation including ownership, lease agreements, registrations, and inspections

Support asset onboarding and offboarding processes

Coordinate purchase orders including issuing, tracking, and close out

Coordinate with vendors to resolve billing discrepancies and documentation issues

Financial and Accounting Support

Process vendor invoices related to fleet maintenance, rentals, fuel, and services

Ensure invoices are accurately coded to the correct G/L accounts, cost centers, and assets

Support asset capitalization and depreciation tracking in coordination with Finance

Maintain fixed asset records and assist with asset disposals and transfers

Support monthly reporting, accruals, and reconciliations related to fleet expenses

Coordination and Compliance

Support internal controls and audits related to fleet assets and costs

Maintain compliance documentation including insurance, licensing, and inspection records

Work closely with Finance to ensure alignment between fleet records and accounting systems

OUR IDEAL CANDIDATE: 

Post-secondary education in Business Administration, Accounting, Finance, or a related field

2–5 years of experience in fleet administration, asset management, accounting support, or a similar role

Experience in construction, transportation, logistics, or equipment-intensive industries is an asset

Strong understanding of invoice processing, G/L coding, and cost centers

Experience supporting fixed asset accounting and reconciliations

Proficiency with ERP/accounting systems and strong Excel skills

Highly organized with exceptional attention to detail

Strong communication skills and the ability to work cross-functionally

BENEFITS: 

Competitive Salary with annual cost of living increases

Annual Bonus Program

Group RRSP with 100% Matching

100% Company Paid Benefits

Extended Health Care

Dental Care

Vision Care

Disability Insurance

Vacation & Personal Days, plus Paid Holiday Shutdown

Parental Leave Top-up Program

Employee Assistance Program (EAP)

Life Insurance

Wellness Programs

Free On-site Parking

Please, no agencies