Junior Parts and Service Administrator

GFL Environmental; Alberta; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

RRSP-matching program

Comprehensive health, dental, vision &

Mental health benefits

Employee Assistance Programs (EAPs)

Paid training & development

Job summary

GFL Environmental Inc. in Alberta seeks a Junior Parts and Service Administrator to support fleet and maintenance operations. You will perform high-volume data entry in Workday and M5, manage vendor procurement, and process invoices for efficient service delivery.

You will generate POs, track orders, maintain parts inventory, and support weekly project reporting using Google Sheets. Collaboration with technicians, fleet managers, procurement, and accounting is essential to keep operations moving

Qualifications

• High school diploma or GED equivalent required.
• Associate degree or business administration coursework is an asset.
• Prior exposure to fleet maintenance, automotive, dealership, equipment service, or warehouse environments preferred.
• Proficient in Google Workspace, particularly Google Sheets (data sorting, basic formulas, tracking templates).
• Demonstrated proficiency with enterprise software such as Workday.

Responsibilities

• Coordinate with parts suppliers and vendors to request quotes, verify availability, and establish lead times.
• Generate, process, and track Purchase Orders from creation to delivery.
• Maintain asset and maintenance records in Workday and AssetWorks M5 with zero discrepancy.
• Audit vendor invoices, Bills of Lading, and packing slips against POs and receipts; extract data.
• Track project status and metrics using Google Sheets; support ad-hoc projects and inventory audits.
• Serve as liaison between technicians, fleet managers, procurement, and accounting.

Skills

Data entry

Vendor coordination

Communication skills

Google Sheets

Education

High school diploma

Associate degree (asset)

Tools

Workday

AssetWorks M5

CMMS

Google Sheets

Job description

Position Summary

The Junior Parts and Service Administrator serves as the operational backbone for fleet and maintenance activities. This position is responsible for high-volume data entry across Workday and M5 systems, vendor procurement workflows, invoice data extraction, and weekly project administration.

Key Accountabilities

Vendor Coordination & Purchasing Administration

Contact external parts suppliers and vendors via phone and email to request price quotes, verify part availability, and establish lead times. Generate, process, and track Purchase Orders (POs) from creation through fulfillment and delivery. Monitor open orders, expedite delayed shipments, and maintain regular communication with vendors to resolve backorders and delivery issues.

ERP & Maintenance Systems Management (Workday & M5)

Execute accurate, daily, high-volume data entry and record maintenance in Workday. Operate and update the AssetWorks M5 Fleet Management System, recording work orders, component replacements, preventive maintenance schedules, and equipment logs. Maintain parts inventory balances and issue parts to open repair orders with zero discrepancy.

Invoice Review & Data Extraction

Audit incoming vendor invoices, bills of lading, and packing slips against corresponding purchase orders and receipts. Extract essential billing data, including line-item part numbers, unit prices, labor rates, freight charges, and applicable taxes. Identify pricing variances or billing errors and liaise directly with vendors and internal accounts payable to resolve discrepancies.

Weekly Project Tracking & Spreadsheets

Manage and update project tracking logs, status boards, and operational metrics using Google Sheets. Track ongoing departmental initiatives and fleet maintenance milestones throughout the week, reporting status changes to management. Perform administrative support for ad-hoc projects, inventory audits, and seasonal maintenance preparations.

Cross-Departmental Communication

Act as a responsive administrative liaison between service technicians, fleet managers, procurement specialists, and corporate accounting. Deliver timely, professional correspondence and documentation across all communication channels.

Other duties as required.

Qualifications & Requirements

• 1–3+ years of experience in an administrative, purchasing, service coordination, or data entry role.
• High school diploma or GED equivalent required; Associate degree or business administration coursework is an asset.
• Prior exposure to fleet maintenance, automotive, dealership, equipment service, or warehouse environments preferred.
• Proficient in Google Workspace, particularly Google Sheets (data sorting, basic formulas, tracking templates).
• Demonstrated proficiency or aptitude with enterprise software such as Workday.
• Experience with Computerized Maintenance Management Systems (CMMS), specifically AssetWorks M5 (or similar fleet management software), is a strong asset.
• Knowledge, Skills and Abilities Strong general computer literacy and comfortable working across multiple applications simultaneously.
• Proven ability to read, comprehend, and extract data points from technical invoices and packing lists.
• Exceptional attention to detail and high data entry speed without sacrificing accuracy.
• Clear, professional written and verbal communication skills.
• Capacity to organize daily repetitive data tasks while tracking weekly operational deliverables.

GFL Benefits

• Competitive compensation package with a company-matched RRSP program to support your financial future.
• Industry leading health, dental, vision and mental health benefits—with premiums fully covered by GFL.
• Access to Employee Assistance Programs (EAPs) for you and your family.
• Paid training, professional development, and advancement opportunities.
• A positive, collaborative work culture that invests in your success.

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

GFL is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic.

If you are interested in applying for employment and need special assistance or an accommodation to apply for a posted position, please contact [e-mail]

Please note that GFL does not provide visa sponsorship for this position. Valid work authorization in the country where the job is located is required. Successful candidates will be required to provide valid documentation confirming their eligibility to work in the country where the job is located prior to their start date.

This hiring process may utilize machine-based systems to assist in screening and assessing applicants. Final selection decisions are made by our recruitment team.

Current GFL Employees

If you are an existing GFL employee and would like to search and apply to current job openings, please visit the internal GFL Jobs Hub.

At the heart of GFL lies our greatest asset—our people. So, we're glad you landed here! We believe in great careers, making a positive impact on the environment and supporting our people with their life ambitions. We aspire to create the right jobs in a way that brings you along with us. At GFL, growth isn’t just for our business—it’s for our people. Because we see the potential in all our employees to do whatever it is they set their mind to, and we’re proud to support them in that journey.

We consider our employees’ personal goals, helping them create the career, and life, that they desire—whether it’s advancing in their job, learning new skills, forming lasting relationships, or mentoring others, while having time to pursue other life ambitions. With safety and sustainability at the core of what we do, we all come together to form "Team Green"—united by our shared purpose to provide environmental solutions that enable our customers and the communities we serve to be Green For Life. We’re proud to say that working for GFL is more than a job. It’s an opportunity to make a difference and grow tremendously along the way. Regardless of the work we’re doing today, we’ve got our sights set on the big picture—not just tomorrow, but for life.

GFL empowers those looking for growth in their career and lives, whether that's on our Field Operations teams or Professional Services teams. Field Operations – Our Field positions offer candidates across North America the potential for limitless growth and skill expansion as the front line of our organization, making them central to our company's vision of creating cleaner and more sustainable communities.

Professional Services – Our Corporate positions located in key North American offices grow candidates to form strong client relations, manage key programs and accounts, and ensure our Field teams are operating at maximum efficiency.