Volkswagen Group Canada Inc. Looking for Fleet Management and Reporting Specialist (12+ Month Contract) at Ajax, Ontario, Canada Full Time

We love our cars, but it’s the people behind them who make them what they are. To market, sell, and service great cars, we need great people. That’s why at Volkswagen Group Canada, we are passionate about our cars and our brand and foster this same passion and drive in our people. We know that the right people in the right positions can do incredible things, and we love making that happen.

We are currently looking for a Fleet Management and Reporting Specialist (12+ Month Contract) at our Corporate Offices in Ajax, ON

The Corporate Fleet Management and Reporting Specialist is responsible for the internal corporate vehicle fleet management process. This includes fulfilling new department vehicle orders for both the Audi and VW brand’s, monitoring for policy and budget compliance, analyzing, and ensuring all vehicle asset stages are properly tracked and accounted for by internal pool vehicle custodians. This role functions as the process leader and subject matter expert for the company vehicle ordering and tracking system to validate correct configuration, costing, ordering to policy, and the delivery/in-service, surrender, and auction process of all company fleet vehicles.

The role delivers excellent customer service while preserving process and policy compliance in assisting internal customers with inquiries surrounding the ordering, delivery, and surrender of their department fleet vehicles.The Fleet Management Specialist will suggest process improvements and create training and policy compliance tools to deliver to vehicle custodians on a regular basis.The Fleet Management specialist will also be responsible for scheduling PDI, detailing, and delivery appointments, key management, and plating for new fleet vehicle deliveries. The role will schedule and ensure process compliance for our fleet surrender process including posting vehicles for remarketing.

This includes the tracking of all Key Performance Indicators in order to monitor progress and ensure efficiencies so that all company vehicle assets are accounted for at any given time. This is achieved via monitoring, analyzing, providing reporting to determine required actions to move vehicles through the company car life cycle (in-service to for-sale) in order to maximize inventory control.

• This position is fully on-site in our Ajax office**

Primary Responsibilities

• System Administrator and Subject Matter Expert of the Company Vehicle Tracking System to ensure all vehicles, manufacturer plates, and keys are being properly reported and charged to budgets.
• Maintain and update the system with new model and pricing configurations and liaise with the system’s vendor for inaccurate information and logging tickets accordingly
• Ensure that pool fleet custodians are properly trained and fulfilling their custodial responsibilities
• Provide customer service support and direction to pool custodians by fulfilling pool vehicle orders and ensuring proper recording and tracking of pool vehicles
• Hands on responsibility for the delivery of vehicles out of the corporate headquarters for all department fleet vehicles.This includes receiving vehicles, scheduling PDI, preparing licensing (regular trips to the Ministry of Transportation offices).
• Hands on responsibility of scheduling and coordinating the surrender of vehicles out of the corporate headquarters
• Liaise and coordinate with internal department fleet custodians on vehicle accidents and repair procedures.
• Act as the vehicle custodian for the corporate vehicles services own fleet of vehicles. Determine need for additional or new vehicles, make business case recommendations for fleet management, ensure budget compliance of own fleet. Schedule, track and monitor department’s own fleet usage.
• Responsible for tracking the life cycle of all corporate pool/fleet vehicles to ensure prompt deliveries, in-service tasks are completed in the system by department custodian to ensure proper payment and accounting of pool vehicles
• Develop new analytical methods for reporting, analyzing and recommendations for optimizing department key performance indicators and company vehicle asset management. Prepare reports and presentations for the corporate vehicles services department.
• Ensure proper disposal and recording of vehicle stage at end of use – re-purpose, friends and family used purchase program sales, auction or dispose through scrap vendor
• Reconcile aging reports against company electronic asset systems and investigate discrepancies and ensure proper recording of assets
• Monitor and liaise with Toll road providers to ensure proper accounting of toll trips with fleet vehicles
• Track and prepare files for reporting to Driver’s Abstract vendor, insurance, provincial registration authorities, toll road and other reports as needed.
• Design, implement and maintain process flows and desk instructions for fleet and pool car operations
• Participate in IT systems updates, provide suggestions and represent VGCA on system upgrades and improvements
• Provide backup coverage for other roles in the Corporate Vehicle Services department to include order approval, customer service and new and used vehicle deliveries.
• Understand product and product configuration in order to produce vehicle ordering guides for internal stakeholders
• Monitor and track all vehicle plating including manufacturer/dealer plate requirements by province of operation and ensures annual renewal for all VGCA owned vehicles and plates.The role produces policy manuals, process documentation, trains internal staff on corporate vehicle programs and ensures ongoing compliance.

Primary Location

Canada-Ontario-Ajax

Qualifications

• Associate Degree/ College Degree and or equivalent working experience
• 3+ years of Dealership or Fleet Vehicle (rental or company fleet) operations experience
• Experience creating and running end to end processes
• Experience with vehicle delivery, registration, insurance and auction processes
• Experience with vehicle configurations and vehicle management system databases
• Knowledge of vehicle registration and remarking processes including manufacturer/dealer plating
• Experience with vehicle systems and developing reporting for analysis and decision making
• Experience with insurance claims and other violations an asset
• Strong MS Excel skills and ability to easily pick up new systems and technologies
• Ability to develop and write new policies and document processes and find deficiencies
• Strong attention to detail and analytical skills
• Strong written, verbal, presentation and customer service skills
• Exception organizational skills

What You’ll Get In Return

• A flexible and collaborative team dynamic
• Opportunities for development
• Opportunities to participate in exciting company events that give back to the community
• Competitive employer paid benefits and overall compensation package
• And much more!

Interested applicants are asked to submit their application by September 8 , 2023 .

• Please note that we appreciate the interest of all candidates, however only those under consideration will be contacted.

Volkswagen Group Canada Inc. is committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, family status, gender identity, gender expression, national origin, age, disability or any other characteristic protected by federal, or local laws.

Volkswagen Group Canada Inc. is committed to providing accommodations for people with disabilities during all phases of the hiring process including the application process. If you require an accommodation because of a disability, we will work with you to meet your needs. Applicants need to make their needs known in advance. If you are selected for an interview and require an accommodation, you are encouraged to advise the Recruiter who will consult with you to determine an appropriate accommodation.