Job ID #32291: Vehicle Service Coordinator

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
Job ID #32291: Vehicle Service Coordinator
Union: CUPE Local 5167
Job Description ID #: 5402
Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-cityby 4:00 p.m. on November 4, 2026
Duration: Up to 24 months
Vacancy type: This posting is for an existing vacancy
Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
SUMMARY OF DUTIES
Under the supervision of the Superintendent, Fleet Services Garage works with Fleet Services staff and their clients to co-ordinate the completion of scheduled and unscheduled work. Administers, maintains and reports on overall success of Preventative Maintenance (PM) and scheduled work tasks while making recommendations for improvements. Co-ordinates the service and repair of fleet assets through established procedures and contracts. Assists technicians and staff, as directed, to ensure maximum utilization of asset management system and its various reports. Responsible for processing invoices from contracted vendors through Web Center, including verifying work billed is as requested and is appropriate for fleet asset. Reviewing and approving quotes for work submitted from contracted vendors following established processes. Provides administrative support to Fleet Services superintendent as directed.
GENERAL DUTIES
Provide front-line access point to Fleet Services clients, determine nature of required service and proceed with the appropriate option to initiate service.
Road test or operate equipment for purposes of initial diagnosis or to organize parking and storage of various vehicles.
Perform inspections and minor adjustments/repairs on an as required, time available basis.
Create work orders as required and schedule work with the appropriate external vendor or forward to Fleet Supervisor to initiate repair with internal resources.
Provide clear direction to external vendors on required service and document appropriately.
Arrange for transportation of Fleet Assets to external vendors in accordance with contract terms and established internal agreements.
Communicate both in writing and verbally with Clients and vendors regarding nature of scheduled and unscheduled repairs, road service, estimated time of completion and changes that impact initial cost and estimated time of completion using tact, diplomacy and problem-solving skills.
Prepare written and verbal estimates for repair work by co-ordinating client's request, technician's findings, part's department costing and other external software programs for repair time; request similar estimates from vendors as required. Communicate estimates with clients as directed.
Co-ordinate, monitor and approve changes to the sublet repairs of Fleet assets in accordance with existing agreements, processes and procedures.
Monitor consistency of sublet repairs and report inconsistencies to Superintendent Fleet Service Garage.
Enter and update database of all work, current stage of work and estimated time of completion.
Coordinate transportation of Fleet assets upon repair completion.
Monitor, review and audit resulting invoicing to ensure compliance to approved repairs and in accordance to estimates and contracts agreements.
Process invoices through city’s financial system.
Monitor the quality and quantity of work performed by outside vendors and report findings to Superintendent Fleet Service Garage/Fleet Supervisor.
Liaise with technicians, vendors and clients, to plan, schedule and monitor repairs to Fleet Assets which are covered by manufacturer’s warranties and recalls.
Maintain consistency of database records using a combination of Maintenance Management software, Microsoft Excel, Word, Outlook and hand-written forms.
Monitor expenditures and ensure adequate approved funds are available for repairs. Report concerns in consideration of future requirements and adequate lead times to process requests for increasing funds

Employment type
Temporary, Full-Time

Work arrangement
No