Parts and Service Coordinator - Heavy Equipment

For three generations, Condrain has furthered the principles of hard work, integrity and equality.

We have both an economic and environmental responsibility to adapt and lead. Continuing to support the communities in which we build with over 500 employees and the industry’s largest fleet of equipment, Condrain’s solutions encompass the Greater Toronto Area and Ontario. We extend to people the same care, understanding and respect we show the environment. Business is led with an unwavering commitment to transparency. This allows us to be ethically sound, dutiful and adaptable, to the needs of our environment and our communities.

About the Role

We’re looking for an organized, detail-oriented, and motivated Parts & Service Coordinator to support the daily operations of our heavy equipment maintenance department. In this role, you’ll source parts, coordinate outside repairs, track warranties, and keep maintenance records accurate and up to date, all to minimize downtime and keep our fleet running efficiently.

What You’ll Do

Parts Procurement & Inventory

• Source and purchase OEM and aftermarket parts, lubricants, filters, and shop supplies, comparing suppliers for the best value
• Maintain a parts purchasing log and a reference database of commonly purchased parts
• Monitor inventory levels and replenish stock as needed
• Track orders and backorders, follow up with suppliers, and keep shop management and mechanics informed of delivery timelines
• Receive and verify incoming parts, and manage returns, exchanges, and supplier credits
• Complete local parts pickups as required

Service & Maintenance Coordination

• Coordinate outside repairs and schedule inspections and preventative maintenance for shop equipment, including overhead cranes and lifting equipment
• Track equipment sent to vendors and dealerships, monitoring repair status, costs, and completion dates
• Maintain records of major component repairs and replacements (engines, transmissions, hydraulic pumps, final drives, etc.), including serial numbers and warranty details

Work Orders & Documentation

• Ensure mechanics open, complete, and close work orders in a timely manner
• Follow up on incomplete inspections, checklists, and service documentation
• Support management with maintenance reporting, parts tracking, and repair history inquiries
• Help maintain accurate labour, parts, and outside repair records

Warranty & Vendor Management

• Maintain warranty records for equipment, parts, and components
• Identify potential warranty coverage before authorizing repairs or purchases
• Coordinate and follow up on warranty claims with dealerships, manufacturers, and suppliers
• Build and maintain strong relationships with suppliers and service providers

What You Bring

Required

• 5+ years experience in a heavy equipment repair shop, dealership, or similar maintenance environment
• Working knowledge of heavy equipment parts, components, and repair processes
• Experience sourcing and purchasing OEM and aftermarket parts
• Proficiency in Microsoft Office, particularly Excel
• Experience with inventory management, computerized maintenance, or parts tracking software
• Strong organizational skills and the ability to manage multiple priorities and follow up on outstanding items
• Excellent communication skills and strong attention to detail
• Valid Ontario Class G driver’s licence

Preferred

• Experience with manufacturers such as Caterpillar, Komatsu, Volvo, John Deere, or Liebherr
• Familiarity with electronic parts catalogues and OEM dealer systems
• Knowledge of warranty administration and outside repair coordination
• Prior experience as a parts coordinator, parts advisor, service coordinator, or maintenance administrator

Who You Are

You’re proactive, dependable, and highly organized. You’re comfortable in a busy shop, communicating directly with mechanics and suppliers, and you take ownership of orders, repairs, and documentation. You understand the importance of controlling maintenance costs and minimizing downtime, and you follow through on tasks without constant supervision.

Position Requirements

• Full-time, on-site at our heavy equipment maintenance facility
• Ability to work independently and manage competing priorities
• Willingness to perform local parts pickups and other related duties
• Ability to collaborate with shop personnel, management, and external vendors
• Hours are 9:00m to 5:00pm
• Salary range for this role will range between $75,000 - $85,000 annually based on experience 

As part of our Group of Companies’ recruitment and selection process, we don’t utilize Artificial Intelligence (AI) for candidate screening. 

The Company is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Company is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.