APPENDIX A

FLEET COORDINATOR JOB DESCRIPTION

Position Summary

The Fleet Coordinator works closely with the Fleet Optimization Manager to implement cost-effective asset management and maintenance strategies that maximize fleet performance in a dynamic environment, while ensuring safety and reliability. A big part of this role is overseeing scheduling responsibilities, which include managing and updating scheduling systems for optimal fleet utilization, coordinating unit transfers between branches, and preventing scheduling conflicts or inefficiencies. The Fleet Coordinator is also responsible for actively monitoring and maintaining kit inventory, ensuring all kits and related components are accurately tracked, readily available, and aligned with operational requirements.

Essential Duties and Responsibilities Scheduling Responsibility

• Manage and update the scheduling system to deliver maximum optimization and utilization.
• Upload new fleet into Motek.
• Assist in the ordering and disposing of company-owned fleet. Ensure Sales Plans and Activations for units are up to date and accurate.
• Ensure assigned units are accurate in Motek.
• Monitor sales to prevent overselling or underselling.
• Schedule unit transfers between branches, identifying where relocations and transfers are required in good time.
• Advise management of any issues or abnormalities with the schedule promptly.
• Attend weekly Commercial meetings – bringing relevant information and contribute to commercial decisions.
• Communicate with the sales team to remove sold units from the guest fleet.
• Review and analyze powerbi reports and dashboards
• Vehicle assignment
• Weekly availability review
• Analyze problems, identify trends and develop strategies for how to increase revenue

Accidents & Warranty Responsibility

• Process warranty claims, identify recurring vehicle issues and communicate with manufacturers, service personnel, and station managers.

• Provide monthly spreadsheet to accounting pertaining to warranty received and VIP deposits.
• Estimate repair hours.
• Obtain the manufacturer’s approval for each claim.
• Invoice manufacturers for all authorized warranty work.
• Communicate with the service department on the status of the warranty claim.
• Review warranty repair work orders written for proper completion, accuracy and legibility according to the policies and procedures.
• Analyze problems, identify trends and develop strategies for maximizing the claim process.
• Contribute toward recommendations to revise policies and procedures pertaining to accidents, warranties and guest forms.
• Assist with accident claims and communicate with insurance adjusters, third parties, and Guests. Report any concerns to the Fleet Manager.
• Inform the stations of security device locations for sold units and notify the security companies.

Fleet Management Responsibilities

• Set up and maintain geofence locations for tracking devices.
• Initiate service alerts for vehicle issues.
• Create service bulletins for service or maintenance issues for CanaDream.
• Keep an up-to-date record of sold units in System Manager and provide sales packages and documents to sales personnel.
• Receive all documents and sales packages for new fleet purchases each season. Keep accurate records and files on the above.
• Create, order and distribute fleet material (all stickers) for the new and existing fleet.
• Create and provide instructions for the proper vehicle placement to all locations.
• Request out-of-province inspection forms from Alberta Registry as requested by shop managers and provide forms to the managers once received.
• Improve communications between service departments by ensuring service bulletins are completed in a timely manner.
• Ensure winter maintenance is completed by monitoring station progress towards completion and distributing weekly progress reports.
• Enforcement of fleet administration standards and vehicle operating policies.
• Assist with licensing and insurance of vehicles.
• Communicate with the sales team to remove sold units from the guest fleet.
• Perform special projects as assigned by the Fleet Manager.

Inventory/Parts Management Responsibilities

• Register and maintain inventory of dealer plates for all CanaDream stations.
• Order, distribute and maintain correct inventory levels and records in Fleet Bridge, System Manager and Fleet spreadsheets for CanaDream and THL.
• Perform weekly verification of station inventory counts and maintain a balanced inventory consistent with the requirements of CanaDream.
• Work with the Station Managers and the Service Managers to ensure a timely turnaround of parts needed for internal jobs.
• Locate and investigate new suppliers to ensure quality and price-saving opportunities.
• Monthly review of Discovery Pass sales and reporting.

Cost Analysis Responsibilities

• Complete analysis of money spent and monitor expenditure through reports.

Storage Lot Responsibilities

• Contribute ideas to increase storage customers.
• Work with Storable software to maintain storage lot and complete customer transactions.
• Complete weekly walk-throughs of the storage lot to ensure all customers are parked in the correct stalls.

Hosting and Training Responsibilities

• Establish a schedule for spring review webinars, incorporate the learning into Tech talks, plan itineraries ahead of session and test software prior to any session to avoid computer bugs.
• Take notes for weekly Manager meetings and monthly technician meetings.

Transfer Driver Management

• Participate in the selection and recommendation of transfer drivers.
• Ensure each transfer driver provides a driver’s abstract prior to hire.
• Ensure transfers occur in a timely manner; schedule driver’s flights; process driver payments.

Skill Set, Education and Experience

• Minimum 2 years of experience within the automotive/RV industry.
• Ability to build and maintain positive working relations with others both internally and externally to achieve the goals of the organization.
• Communicate effectively by speaking, listening and writing in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Work cooperatively and effectively with others to set goals, resolve problems and make

decisions that enhance the organization’s effectiveness.

• Anticipate, understand and respond to the needs of internal and external clients to meet or exceed their expectations within the organization's parameters.
• Effectively assess situations to determine the importance, urgency and risks, and make clear and timely decisions.
• Evaluate problem situations to identify causes, gather and process relevant information, generate possible solutions and make recommendations and or/resolve the problem.
• Must have extensive experience in maintenance and asset management in a fleet environment.
• Previous involvement in researching, comparing and purchasing vehicles, equipment and supplies an asset.
• Knowledge of applicable laws, codes, regulations, policies and procedures.
• Proven success in the development and implementation of program improvements for cost-saving measures.
• Excellent organizational, strategic, planning and implementation skills.
• Meticulous record maintenance skills.
• Detailed oriented and the ability to follow through.

Working Conditions:

• Fast-paced office environment.
• Manual dexterity required.
• Ability to work independently and as part of a team.
• Required to sit for an extended period of time.
• Travel to other CanaDream stations if necessary.

Disclaimer: This job description is only a summary of the typical functions of this job and is not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. There may be responsibilities, tasks, and duties of the jobholder that might differ from those outlined in this job description.