Fleet Rental Coordinator

If you are committed to public service, enjoy collaborating with others, share our values and have a desire to learn and grow, join The City of Calgary. City employees deliver the services, run the programs and operate the facilities which make a difference in our community. We support work-life balance, promote physical and psychological safety, and offer competitive wages, pensions, and benefits. Together we make Calgary a great place to make a living, a great place to make a life. The City is committed to fostering a respectful, inclusive and equitable workplace which is representative of the community we serve. We welcome those who have demonstrated a commitment to upholding the values of equity, diversity, inclusion, anti-racism and reconciliation. Applications are encouraged from members of groups that are historically disadvantaged and underrepresented. Accommodations are available during the hiring process, upon request.

The City of Calgary's Fleet & Inventory, Fleet Operations team supports the delivery of City services by ensuring City business units have timely access to vehicles, equipment, and hired services. As the Rental Coordinator, you will be responsible for coordinating short and seasonal rental fleet requirements, managing service requests, leading procurement activities, and supporting contract and vendor management processes. This position works closely with City business units, vendors, technical subject matter experts, and operational teams to ensure rental units and services are delivered efficiently, safely, and in compliance with procurement and fleet management policies. Primary duties include:

• Receive, coordinate, and dispatch short term rentals, seasonal rentals, and hired service requests, ensuring customer requirements are aligned with existing contracts.
• Plan and administer rental programs, including customer engagement, vendor coordination, utilization monitoring, and unit deployment activities.
• Lead and support Request for Standing Offer (RFSO), Request for Proposal (RFP), Request for Expression (RFX), and Invitational Quote (IQ) activities by gathering requirements, evaluating submissions, negotiating solutions, and facilitating contract execution.
• Coordinate with vendors, commissioning teams, training and compliance staff, and customer business units to ensure rental equipment is properly configured, commissioned, documented, and ready for service.
• Maintain accurate documentation, data entry, invoicing, inspection reports, and regulatory compliance documentation to support fleet operations, cost recovery, and audit requirements.
• Monitor vendor performance, address service delivery issues, and provide recommendations to improve contract compliance, customer satisfaction, and operational effectiveness.
• Support emergency and unplanned operational requirements by coordinating rental equipment and hired services that enable critical frontline City operations and service delivery.

Qualifications

• A diploma in Business Administration, Mechanical Engineering Technology, Supply Chain Management or a related discipline and at least 2 years of experience in the vehicle maintenance or fleet management industry, including at least 2 years of customer service and vendor relations experience and 1 year of project coordination experience OR;
• A certificate in Business Administration, Supply Chain Management or a related field, courses in project management and at least 3 years of related experience in the vehicle maintenance or fleet management industry, including at least 2 years of customer service and vendor relations experience and 1 year of project coordination experience OR;
• An Automotive Service Technician (AST) or Heavy Equipment Technician (On-road and/or Off-road) certification and Journeyperson designation, or an equivalent Interprovincial Red Seal recognized by Alberta Apprenticeship and Industry Training, courses in project management and at least 3 years of experience in the vehicle maintenance or fleet management industry, including at least 2 years of customer service and vendor relations experience and 1 year of project coordination experience.
• A valid Class 5 Driver's License (or provincial equivalency) with no more than 6 demerits and no charges pending.
• Intermediate proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint) is essential.
• Knowledge and experience with the operation of medium- and heavy-duty vehicles and equipment.

• Success in this position requires strong communication, customer service, leadership and organizational skills.

Workstyle:This position works full time from the office with no remote work options available. Note: This position will require participation in a paid standby rotation for one week each month. Pre-employment Requirements

• Must obtain a City of Calgary's operator's permit.

• Successful applicants must provide proof of qualifications.

Position and Pay Information

• Business Unit: Fleet & Inventory
• Union: CUPE Local 38
• Position Type: 2 Permanent
• Compensation: Pay Grade 9 $41.49 - 55.51 per hour
• Hours of work: Non-Standard 40 hour work week. 6:15 a.m. to 4:45 p.m.
• Days of work: This position works a 4-day work week. Monday to Thursday or Tuesday to Friday.
• Location: 651 25 Avenue SE
• Audience: Internal/External
• Apply By: October 14, 2026
• Job ID: 315286