Employment type: other Job Description Business Coordinator - Fleet Equipment Management Program Competition Number: 26/190 Posting Scope: Internal / External Posted Date: October 20, 2026 Closing Date: November 3, 2026, 4:30 PM PST Department: Engineering & Public Works Work schedule: Monday to Friday ( 37.5 hour work week) – Maternity/Parental Leave – up to 18 months Salary: $48.80 per hour, Pay Grade 13 Plus 15% in lieu of benefits Job Code: 4229 Employee Group: This is a CUPE Local 50 position Number of Vacancies: 1 The City of Victoria is seeking a Business Coordinator - Fleet Equipment Management Program to help guide the business and financial operations behind one of the region's most diverse municipal fleet and equipment programs. Working closely with Fleet leadership and partners across the organization, you'll help inform decisions on asset management, budgeting, fleet replacement planning, and operational performance. Success in this role requires more than strong financial and administrative skills. We're seeking a highly organized, analytical professional who enjoys working with data, finding efficiencies, and supporting decision-making through clear reporting and practical recommendations. Experience with budgeting, asset management, financial analysis, and process improvement will be important, along with the ability to build strong relationships across technical and operational teams. For professionals who enjoy solving problems, improving business processes, and seeing the real-world impact of their work, this is a unique opportunity to support the fleet and equipment that help keep Victoria running every day. Auxiliary status employees will be paid an additional 15% in lieu of vacation, holiday, sick leave beyond the statutory requirement, and other benefits, per the CUPE Local 50 Collective Agreement. POSITION FUNCTION Coordinate and participate in the budget, financial and business planning functions of the Fleet and Power Equipment Sections. KEY DUTIES Assist the Manager of Fleet in the development of budgeting and financial planning strategies, and fleet administration responsibilities for the sections in relation to the asset management strategy. Coordinate the administration of the regulatory compliance needs of the sections including commercial driver abstract administration. Determine cost tracking and budgeting business needs, identify business requirements and implement related changes based on those needs with consultation and input from the Manager of Fleet. This includes finding efficiencies in, and making improvements to, the corporate fleet asset cost capture and use of asset lease models. Monitor, analyse and report on cost accounting/asset management. Coordinate with Asset Management and Finance to develop asset management and maintenance management systems to improve cost tracking. Coordinate the process and guide fleet and power equipment supervisory and management staff in the development of departmental fleet and equipment operating budgets. Prepare monthly and annual budget tracking reports, such as over/under budget reports, expenditure curves, revenue to expense comparisons and analysis of variance of actual to budget. Prepare financial performance reports with supporting documents on operating and capital projects and programs. Work with supervisor to finalize documentation and deliver information. Coordinate and provide liaison with city wide end user groups on the administration, annual renewal and ongoing ICBC insurance requirements of all licensed vehicles and equipment. Track and report the financial progress of ongoing capital and operating budgets: provide section staff with fleet and equipment analysis and advice in areas such as trending, analysis of material cost changes, and analysis of labour/cost shifts. Prepare reports for the supervisor for presentation to senior management. May be required to assist in presentation. Coordinate the collection and analysis of fleet data and maintain fleet inventory system and master files utilizing asset management software. Coordinate the reporting and recording of fleet including vehicle replacement and rental ledger, vehicle accident reporting, ICBC claims, insurance forms, co-ordinate the short-term rental of vehicles; arrange the purchase of insurance for City vehicles; maintain records of fleet and equipment assignment and location. Administer vehicle and equipment disposal documents. Prepare requests for proposals and related documents for operational contracts such as service, vehicle rental and inventory; assess and make recommendations in the selection of suppliers of assets and services. Responsible for the management of the National Safety Code requirement to manage and administer the annual driver’s abstract database for all commercial vehicle operators with the City. The responsibility includes renewal requests, review of the licence status and reporting of noncompliance to the Manager of Fleet. Responsible for the maintenance and administration of the fuel security card Program regarding issuing, activating or deactivating cards and accounting period end reconciliation of all fuel transactions city wide. Troubleshoot fuel program errors and/or liaise with Fuel system provider and/or internal IT department to resolve issues. Monitor and upload fuel data to the asset management program software. Export data to create and provide fuel reports to Fleet management, Police and other City divisions. Liaise with IT to create fuel system data and reporting improvements. Maintain the financial components of fleet by determining and adjusting budget, calculating depreciation, overhead and charge out and vehicle lease fee and recovery rates; support the manager in the determination of the appropriate inter-departmental charges; prepare and process journal vouchers for various departments. Provide accounting support for Fleet and Power Equipment sections including budget preparation, analysis, GL Inquiries, opening an