Maintenance Administrator

About the Role Northern Mat & Bridge is looking for a Maintenance Administrator to provide essential administrative support to our maintenance, service, and parts operations. This role is key to keeping our equipment running smoothly by ensuring work is tracked accurately, parts are organized, and documentation is clean and up to date. You’ll support day-to-day maintenance coordination by managing inventory records, work orders, purchase orders, repair scheduling, and updates in Cetaris. You’ll be the go-to person connecting the shop, internal teams, and external vendors—keeping everything organized and moving forward. If you’re detail-oriented, enjoy being the “hub” of the operation, and have experience with heavy equipment parts, this could be a great fit. Key Responsibilities 1) Administrative Support & Records Management Perform accurate data entry related to parts, work orders, and purchase orders Maintain filing systems and records retention in accordance with company standards Answer incoming calls and provide administrative support as needed 2) Parts, Inventory & Shop Administration Receive, unpack, sort, store, and organize incoming parts, supplies, and materials Maintain parts inventory records with accurate and timely updates Support shop organization and inventory control practices Transport parts as required using a company vehicle 3) Work Orders, Purchase Orders & Maintenance System Administration  Create and maintain work orders and purchase orders for units, service work, and third-party vendors Enter maintenance requests, work time, remarks, photos, completion details, and closures into Cetaris Process invoices by ensuring accurate work order and purchase order documentation Maintain the truck library, including preventative maintenance schedules, standard jobs, and warranty records 4) Vendor Coordination & Scheduling Act as a liaison between internal teams and external vendors Schedule repairs and coordinate service activities Work professionally with vendors and service providers to support maintenance requirements 5) Communication, Collaboration & Professional Conduct Maintain professional working relationships with co-workers, internal departments, and vendors Communicate clearly and courteously in support of maintenance operations Perform other related administrative duties as assigned What You Bring (Requirements) Experience Minimum 2 years of experience working with heavy equipment parts Experience with parts for Peterbilt, Ford, Caterpillar, John Deere, and Komatsu is a strong asset Education / Certifications Apprentice Parts Person designation is an asset Valid, clean Class 5 Driver’s License Previous experience or training with inventory or maintenance software is a strong asset (Cetaris experience is ideal) Skills & Abilities Mechanically inclined Strong attention to detail and organization Able to work independently and as part of a team Positive attitude and professional communication style Physically capable of performing job-related tasks Compensation & Perks Compensation based on experience and qualifications Full-time, long-term employment opportunity (contractors will not be considered) Employer-paid benefits package including: Health benefits Health Care Spending Account Employee & Family Assistance Program Employee Stock Purchase Plan Profit Sharing and RSP matching Opportunity to enroll in a Parts Apprenticeship Program Company-provided IT equipment Company vehicle provided for required field travel