Municipal Fleet Warranty Administrator

JOB SUMMARY

Fleet Maintenance & Technical Services is responsible for: scheduled, unscheduled and emergency service; seasonal overhauls; vehicle commissioning/decommissioning; vehicle inspections and certifications; warranty monitoring; shop and specialty tool maintenance/management; maintenance of small equipment and special equipment such as fire, ambulance, ice resurfacing, turf, etc.; repair performance analysis; and Technical Services including specifying, acquiring, leasing and disposing of Municipal Fleet Vehicles.

You are responsible for preparing and organizing warranty submissions and administering the municipal warranty process on behalf of all Fleet Services vehicles and equipment; providing a single point of contact throughout the Municipal Fleet Services Warranty Administration process for Fleet Services staff and departmental clients; and representing Fleet Services with Original Equipment Manufacturer and product vendors to ensure the ongoing effectiveness of the City’s warranty program.  You also provide input during the development, updating, and maintenance of warranty procedures for the municipal fleet warranty program; provide guidance and support to internal and external stakeholders regarding municipal warranty matters; prepare reports regarding warranty costs, repair types, and any other aspect related to warranty on City of Ottawa vehicles; and assist the Fleet Safety Engineer in the investigation of vehicle and equipment mechanical failures and malfunctions.

EDUCATION AND EXPERIENCE

Completion of 2 year community college diploma in Business Administration, Accounting or a related field. 

Minimum of 5 years of experience dealing with repairs to trucks, buses or other heavy industrial equipment, and light vehicles, in a fleet maintenance organization, including at least 3 years in an administrative role requiring extensive organizational and customer service skills. 

CERTIFICATIONS AND LICENCES

KNOWLEDGE

• Thorough knowledge of complex vehicle warranty agreements 
• Computer applications (spreadsheets, email, word processing packages, PowerPoint) 
• Municipal fleet maintenance practices and operations 
• Working knowledge of the M5 system is required 
• Heavy duty truck, light duty and off-road vehicle repair, systems and parts 
• Information management systems, such as Fleet Information Management  
• Contract management/ administration practices  
• Knowledge of heavy-duty off-road vehicles standards 
• Knowledge of applicable health and safety legislation, including the rights and duties of workers. 

COMPETENCIES, SKILLS AND ABILITIES

• Ability to interpret warranty agreements and convey those interpretations to other staff at all levels (supervisory, operational, management etc.) 
• Demonstrated ability to motivate and provide guidance to people to meet warranty objectives in a complex unionized industrial or automotive environment 
• Demonstrated ability to work effectively and cooperatively with all internal and external contacts including vehicle manufacturer representatives and City of Ottawa personnel from shop floor to management 
• Excellent communication skills (verbal and written) 
• Able to negotiate effectively with manufacturers 
• Demonstrated ability to plan and organize work; initiative and resourcefulness to carry out the plan 
• Able to meet deadlines imposed by vehicle manufacturers in the submission of warranty claims 
• Organize and prepare cost recovery data, develop reports, letters and documents 
• Work with minimal direct supervision 
• Analyze needs, design and present proposals 
• Set up a tracking/ BF system 
• Collaborative approach in working with others and in delivering products and services 
• Sound judgment, discreet, initiative, analytical, tactful, persuasive, organized, decisive 
• Strong interpersonal and team building skills 
• Positive attitude, flexible, adaptable 
• Self-motivated and resourceful 
• Attention to detail, accurate 
• Ability to perform all physical requirements of the position