Shop Coordinator

SUMMARY

Reporting to the Shop Superintendent, the Shop Coordinator will work on equipment processes required for equipment maintenance. You will play a vital role responsible for the smooth and efficient tracking and management of all maintenance and repair activities. You will ensure timely completion of work orders, optimal equipment utilization, and accurate record-keeping. Duties include but are not limited to the following:

PRIMARY SCOPE OF ROLE

WORK ORDER AND SCHEDULING MANAGEMENT

• Create and Manage Work Orders: Receive maintenance requests, clarify required repairs, generate formal work orders, and input all data into the management system.
• Preventative Maintenance (PM): Coordinate the scheduling of all mandatory and routine preventative maintenance to minimize disruption to operations.
• Customer/Liaison Communication: Act as the primary communicator between the shop and vendors/ contractors, providing status updates, estimated time of completion (ETC), and addressing inquiries.

LOGISTICS AND INVENTORY

• Parts Procurement: Coordinate with the Parts Department or external vendors to ensure all necessary parts, materials, and tools are staged and kitted before a job is assigned to a technician.
• Vendor Coordination: Arrange and schedule specialized external repairs, liaising with third-party service providers, and tracking contracted work until completion.
• Recordkeeping: Maintain meticulous and up-to-date records of all equipment maintenance history, repair costs, warranties, compliance certifications, and inventory levels.
• Monitor incoming orders, handle returns/credits, and ensure accurate cost coding and documentation for all purchases.
• Process and reconcile fleet invoices and create Purchase Orders (PO’s) for vehicles and equipment.
• Run reports for equipment utilization to support cost control and operational efficiency.
• Coordinate with other administrators to allocate charges accurately across different business units/job sites and equipment.

SUPPORT AND COMPLIANCE

• Administrative Support: Provide administrative support to the Shop Supervisor, assisting with timecard review, budget tracking for specific work orders, and generating reports on equipment downtime, repair costs, technician productivity and support overall shop operation as required.
• Safety Compliance: Ensure all maintenance records are current for audits and that technicians have necessary documentation regarding safety protocols and equipment specifications.
• Oversee vehicle registrations, ensuring timely renewals and compliance.
• Provide support with additional operational tasks and special requests as directed by shop manager.

POSITION REQUIREMENTS

• High school diploma.
• Computer literate in MS Word and Excel.
• General understanding of road construction and equipment.
• Previous experience ordering parts.
• Demonstrated ability to take initiative and work independently.
• Familiarity with and ability to use GPS tracking solutions software.
• JD Edwards enterprise software experience us an asset.

WHAT WE OFFER

• Expected Base Salary: $50,000 - $55,000 per year. The actual base salary will depend on several factors including experience, qualifications, internal equity, work location and market expectations.
• Annual performance-based bonus.
• Comprehensive group benefits program.
• Retirement savings program.
• Career growth and advancement opportunities.

DISCLAIMERS

Artificial Intelligence (AI) Disclosure: AI tools are not used in the screening or assessment of applicants for this position.

Vacancy Status: This posting is for an existing job vacancy.

GIP does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners, directly engaged by our Talent Acquisition team, for specific searches. Unsolicited submissions will not be eligible for placement fees.

We thank you for your interest. Only those selected for an interview will be contacted.

Green Infrastructure Partners Inc. “GIP”, is an equal opportunity employer and encourages women, Aboriginal people, persons with disabilities and members of visible minorities to apply. We seek to hire individuals with diverse characteristics, backgrounds and perspectives.

We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences. GIP will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.