Contract Coordinator

We are an accredited truck and equipment service shop specializing in refueling trucks and equipment. We are currently seeking an organized, detail-oriented Contract Coordinator to manage a government contract supporting the annual B620 inspection requirements for the Department of National Defense (DND) fleet of refueling vehicles and equipment across Canada.

This is an excellent opportunity for an individual who is highly organized, comfortable working with detailed information, and capable of managing multiple priorities while maintaining a high level of accuracy.

Key Responsibilities:

• Coordinate and manage annual B620 inspections for DND's fleet of refueling trucks and equipment.
• Coordinate inspections and related services with qualified service providers across Canada.
• Maintain accurate and up-to-date records for inspections, repairs, estimates, invoices, and other contract documentation.
• Prepare and submit detailed estimates to government representatives for review and approval.
• Prepare and submit invoices in accordance with government contract requirements.
• Monitor the status of inspections, estimates, approvals, repairs, and invoicing to ensure deadlines are met.
• Prepare and submit quarterly reports, ensuring all information is complete, accurate, and presented according to contract requirements.
• Enter and maintain fleet information and service records using fleet management software applications.
• Communicate regularly with government officials, service providers, technicians, and internal staff.
• Follow up on outstanding approvals, documentation, inspections, and invoices.
• Ensure contract records are organized, accurate, and readily accessible for reporting and auditing purposes.
• Assist with other administrative and coordination duties related to the government contract as required.

Qualifications & Skills:

The successful candidate will be:

• Highly organized and exceptionally detail-oriented.
• Comfortable working with large amounts of data and detailed documentation.
• Able to manage multiple tasks, deadlines, and service providers simultaneously.
• Proficient with Microsoft Office applications, particularly Excel, Word, and Outlook.
• Comfortable learning and working with fleet management and other software applications.
• Strong written and verbal communication skills.
• Able to communicate professionally with government representatives and external service providers.
• Strong analytical and problem-solving skills.
• Able to work independently while also functioning effectively as part of a team.
• Reliable, professional, and committed to maintaining a high level of accuracy and confidentiality.

Experience:

Experience in any of the following areas would be considered an asset:

• Government contracts or government procurement processes.
• Fleet management or transportation.
• Truck and equipment service.
• Inspection coordination or regulatory compliance.
• Invoicing, estimating, or administrative coordination.
• Working with DND or other federal government departments.
• Experience with B620 inspections or petroleum/refueling equipment.
• Industry-specific experience is an asset, but we are willing to train the right candidate who demonstrates strong organizational, administrative, and computer skills.

What We Offer:

• Full-time employment with an established and accredited truck and equipment service company.
• The opportunity to play a key role in supporting a national government fleet program.
• A professional and collaborative work environment.
• Opportunity for long-term growth and development.

If you are organized, detail-oriented, computer proficient, and take pride in producing accurate work, we would like to hear from you.