Service Administrator

Company Overview

Frontline Machinery is seeking a highly organized Service Administrator to support our growing service department in Leduc, Alberta. This position plays a vital role in coordinating service operations, supporting technicians, managing work orders, and ensuring customers receive exceptional service.

This is an ideal opportunity for someone who enjoys both administrative responsibilities and hands-on involvement in a shop environment. Approximately 80% of the role is office-based and 20% involves supporting day-to-day shop operations.

Key Responsibilities include (but are not limited to):

• Coordinate and assign work orders to technicians based on scheduling and job requirements.
• Ensure technicians are logged into the correct work orders and labor is accurately recorded.
• Follow up on missing timecards, work order details, and incomplete documentation.
• Review estimated labor hours to assist with scheduling and workload forecasting.
• Complete final reviews of work orders, ensuring:
• Parts are posted correctly.
• Warranty and return parts are processed appropriately.
• Documentation is complete and accurate.
• Customer billable items are included.
• Apply shop supply and mileage charges where applicable.
• Accurately close completed work orders.
• Ensure required parts are available for upcoming jobs.
• Coordinate with the Parts Department to avoid delays.
• Assist with workload planning and shop scheduling.
• Identify potential bottlenecks and communicate concerns proactively.
• Attend weekly service meetings and assist with prioritizing workload.
• Coordinate subcontractors for service work as required.
• Request and track purchase orders.
• Follow up on outstanding invoices and PO approvals.
• Review invoices for accuracy and submit documentation for processing.
• Answer incoming service calls and customer inquiries.
• Schedule service appointments and create work orders.
• Provide customers with updates regarding service status and scheduling.
• Coordinate maintenance schedules for company service vehicles.
• Track inspections, repairs, certifications, and maintenance records.
• Ensure trailers, cranes, welders, and other service equipment remain compliant and operational.
• Schedule required inspections and certifications.
• Promote and support Frontline Machinery's safety culture.
• Monitor PPE compliance and safe work practices.
• Maintain safety records, site documentation, Motive records, and inspection logs.
• Ensure documentation is accurate, complete, and current.

Skills and Qualifications

• experience in the heavy equipment, construction equipment, forestry, mining, or industrial equipment industries will be considered an asset.
• Comfortable working in both office and shop environments.
• Excellent organizational and time-management skills.
• Strong communication and customer service abilities.
• Experience using Microsoft Office applications.
• Previous experience as a Service Writer, Lead Hand, Shop Foreman, Service Coordinator, Dispatcher, or similar role.
• Experience with electronic work order, or maintenance management systems.
• Valid driver's license with a clean driving record.

Why Frontline Machinery?

• Competitive salary based on experience.
• Extended health and dental benefits.
• Paid vacation.
• Ongoing training and development opportunities.
• Opportunity to grow within a successful and expanding organization.
• Collaborative team environment with strong leadership support.
• Structured bonus program

Yearly Salary Range: 60,000 to 80,000

Apply Today

If you have a passion for customer service, strong organizational skills, and experience in the heavy equipment industry, we would like to hear from you.

Pay: $28.85-$38.46 per hour

Benefits:

• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person