Shop administrator

Job Description

Job Description

First for a reason :

At First Student, we are a family of 60,000+ employees who take pride in safely transporting more than 5 million students and passengers to and from their destinations each day! Our family of brands include Transco, Total Transportation, Maggies Paratransit, and GVC II. Our employees are at the forefront of safety and innovation; they create and implement the most advanced training and technology the transportation industry has to offer.

Shop Administrator

Job Summary

Provides administrative and technical support to the shop team, ensuring accurate processing of work orders, purchase orders, inventory, and invoices while maintaining compliance with company policies and Canadian standards.

Key Responsibilities

• Work Orders : Print and organize work orders for approval by the Shop Manager, track progress, assist mechanics with system issues, liaise with IT support, and maintain accurate filing.
• Purchase Orders : Create, track, and receive purchase orders (internal and external), verify parts, process invoices, and generate daily / weekly reports.
• Inventory Management : Monitor stock levels, update VMS system, correct errors, add new parts, and maintain organized storage.
• Invoice Processing : Match invoices and forward to the finance team.
• Reporting : Complete and submit Web Fleet PI reports to the Regional Maintenance Manager.
• Warranty Claims : Process and track warranty submissions.
• Safety & Compliance : Maintain WHMIS binders and follow workplace safety standards.
• General Administration : Order shop supplies, update mileage and fuel readings, organize office documents, and assist with special projects.
• Collaboration : Work closely with Accounts Payable and the Branch Manager to ensure smooth operations.
• Other related duties as assigned.

Qualifications

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