Service Administrator

Service Administrator

Maxim Truck & Trailer
1860 Brookside Blvd.
Winnipeg, MB R3C 2E6

Are you highly organized, customer-focused, and passionate about keeping operations running smoothly? We are seeking a Service Administrator to support our busy service department by managing work order administration, invoicing, customer follow-up, warranty processing, and general administrative functions. This position is ideal for someone who enjoys balancing multiple priorities, solving problems, and working closely with customers and internal teams to ensure a seamless service experience.

Responsibilities

• Processes and closes retail work orders by preparing invoices, applying write-offs per company guidelines, reconciling sublet accounts, and splitting work orders for billing or follow-up action.
• Reviews repair orders for accuracy and completeness, ensuring all customer, vehicle, parts, labor, authorization, and sublet documentation requirements are met.
• Manages select service and facility-related payables, including shop supplies, tools, uniforms, and building maintenance services, while helping maintain workplace safety compliance.
• Assists with payroll administration, timesheet reconciliation, warranty processing, recall and coverage checks, and monitoring aged work orders.
• Provides reception support as needed and may prepare customer estimates for standard repairs, new vehicle preparation, and fleet/tender purchases.
• Maintains accurate records and coordinates with service, parts, and shop teams to ensure efficient workflow and customer service delivery.

Hours: Monday to Friday, 7:30 PM – 4:00 PM; provides weekend vacation coverage if needed.

Qualifications

• 2+ years invoicing experience with knowledge of debits/credits
• Working knowledge of servicing heavy-duty trucks & trailers (or related industry) in order to understand repair time length and managing work orders is preferred
• Customer service experience preferred
• Excellent fact finding and analytical skills
• Organized, sets priorities, meets deadlines
• Strong aptitude for numbers, shows attention to detail
• Basic computer experience with MS Word and Outlook
• Exposure to a centralized billing system; Karmak knowledge preferred
• Accurate keyboarding & data entry
• Ability to work with interruption

Why choose Maxim?

• A competitive hourly wage
• Group benefits including health (drug card), dental & vision
• RRSP plan with company match
• Educational assistance plan
• Employee referral $$ bonuses
• Opportunities for advancement
• Strong team environment
• Support of a national company

More about us:

We provide quality transportation equipment, parts, and service to our customers. Headquartered in Winnipeg, Manitoba, we are a full service truck and trailer equipment dealer with 16 locations from Vancouver to Montreal. We are proud to be a Canadian company with approximately 450 employees in business for over 40 years.