National Fleet Coordinator

J.D. Irving, Limited (JDI) is looking for a National Fleet Coordinator to keep the fleet running smoothly and in compliance across Canada and the United States. The position is full-time and onsite in Dieppe, and it suits someone who thrives on precise record-keeping, cross-border coordination, and hands-on fleet administration. Founded in 1882, JDI operates across Eastern Canada and the U.S. with about 20,000 employees, and it values integrity, results and opportunities to grow within its operating divisions.

In this role, your main focus is ensuring accurate records and regulatory compliance for licensing, fuel cards, permits, and related fleet services. You’ll manage a range of administrative duties with a watchful eye for detail, making sure all fleet activities stay aligned with applicable rules and company policy, even when priorities shift quickly.

The right candidate will be organized, methodical, and able to handle multiple priorities without losing accuracy. If you enjoy coordinating complex tasks, supporting cross-border operations, and seeing the tangible impact of your work on day-to-day transportation and asset management, this role could be a strong fit.

Keeping the fleet moving across borders

On a typical day, you’ll keep the Dieppe fleet and its records in order, from vehicles and registrations to inspections, insurance paperwork, and maintenance logs, including seasonal tire changes. You’ll manage the flow of quotes, purchase orders, cost coding for maintenance and fuel, and you’ll approve invoices in Medius to keep the books tidy and timely.

You’ll also oversee annual taxable benefit information for both Canada and the United States, submitting the details to Payroll at year-end or whenever a driver changes. The role includes supporting the rollout of new vehicles by collaborating with Procurement at the outset and guiding drivers once vehicles are ready for pickup. Transfers, trades, disposals, and all the associated paperwork fall under your remit, and you’ll maintain the fleet rental calendar while providing monthly rental billing information to the accounting team. In addition, you’ll perform basic upkeep on the Dieppe fleet, things like topping up windshield washer fluid and handling weather-related tasks such as snow clearing, vacuuming, and weekly cleaning. When required, you’ll move vehicles to and from dealerships, airports, and FBOs, and take on other related duties as needed.

What you’ll need to bring

• A valid Canadian driver’s license, a clean driving record, and a minimum of three years of verifiable driving history
• At least three years of experience in fleet administration, automotive service advising, rental vehicle operations, or a similar administrative role
• Experience with cross-border (Canada/U.S.) fleet operations, licensing, or compliance being an asset
• Strong customer service skills for both internal colleagues and external clients
• Aptitude for learning new software and understanding taxable benefits
• Experience using Microsoft Office, especially Excel, for tracking and reporting
• English language required; French language ability is considered an asset

Nice-to-haves include French language proficiency and some exposure to cross-border fleet processes, which would help you step in with less ramp-up time.

Pay, benefits and practical details

This is a full-time, onsite position based in Dieppe. The company emphasises its commitment to accessible environments and invites accommodation requests at any stage of application and employment, so you can ask for adjustments if needed. The role involves practical fleet duties, including occasional vehicle transfers and basic vehicle maintenance tasks for the Dieppe fleet, as described above.

As part of the broader recruitment approach, the company uses a mix of human screening and AI technology to identify the skills and qualities that matter most, while protecting applicants’ privacy.

Note that only candidates selected for an interview will be contacted.

Tips to stand out in the process

Lead your resume with your fleet-focused experience and, specifically, any cross-border work you’ve done. Make sure to call out your three-plus years of relevant work and your three-year driving history right up front so the hiring team sees you meet the must-haves fast.

Back up your claims with specifics. If you’ve managed a fleet, mention how many vehicles were under your oversight, how you handled licensing and registrations, and any invoicing you approved in Medius or similar systems. Quantify your impact wherever possible to show you can handle the scale of this role.

Be ready to walk through a concrete scenario. For example, describe how you’d coordinate a new vehicle purchase with Procurement, guide the driver through pickup, and ensure cross-border licensing and taxable benefits are correctly captured in payroll and filings.

Ask a thoughtful question about the cross-border workflows and metrics. For instance, you could ask how the team measures fleet compliance and performance, or what software tools are most used day-to-day beyond Excel and Medius, to gauge how you’ll fit into the tech stack and processes.