Maintenance Admin - Nisku

Yourchamber; Nisku; On-site; CAD 40,000 - 65,000; Full time

Job summary

Yourchamber is seeking a Maintenance Admin to coordinate and maintain administrative records for the fleet of cranes, trucks, trailers and other equipment. The role supports Maintenance and Operations by ensuring documentation is complete, current, and accessible.

You will manage preventative maintenance schedules, inspections, service histories, and related paperwork; keep electronic and paper files organized; and liaise with mechanics, supervisors, and vendors to secure outstanding documents.

Qualifications

• Previous administrative, fleet, equipment, transportation, construction, or maintenance-related experience is preferred.
• Strong organizational and document-control skills.
• High attention to detail and accuracy.
• Ability to manage multiple deadlines and follow up on outstanding items.
• Strong computer skills, including Microsoft Outlook, Excel, Word, and electronic filing systems.
• Comfortable working with technical equipment documentation and learning equipment terminology.
• Ability to work independently while supporting multiple departments.
• Exceptional organization and filing skills
• Strong attention to detail
• Deadline and expiry-date management
• Recordkeeping and document control
• Follow-up and task coordination
• Professional written and verbal communication
• Ability to prioritize competing demands
• Strong Excel and data-entry skills
• Problem-solving and initiative
• Ability to maintain accurate and confidential records

Responsibilities

• Coordinate and maintain preventative maintenance schedules for fleet equipment.
• Track upcoming maintenance requirements, inspections, servicing, and repairs.
• Follow up with mechanics, supervisors, operators, and vendors regarding outstanding maintenance documentation.
• Ensure completed maintenance work is properly documented and entered into company records.
• Maintain accurate service and repair histories for each piece of equipment.
• Track equipment downtime, repair status, and return-to-service documentation.
• Maintain organized electronic and physical maintenance files for all fleet equipment.
• Ensure each equipment file contains current and historical documentation.
• Scan, file, label, and archive maintenance documentation according to company filing standards.
• Review equipment files regularly to identify missing or incomplete documentation.
• Maintain consistent naming conventions and electronic filing structures.
• Coordinate with Accounting to ensure invoices are coded to the correct equipment unit or maintenance category.
• Maintain an accurate fleet equipment list including unit numbers, serial numbers, VINs, equipment descriptions, and other relevant information.
• Update fleet records when equipment is purchased, transferred, sold, or retired.
• Provide general administrative support as needed.
• Ensure confidential company and equipment information is handled appropriately.

Skills

Organizational skills

Document control

Attention to detail

Time management

MS Office

Electronic filing

Communication

Independent worker

Tools

Excel

Outlook

Word

Job description

The Maintenance Admin is responsible for coordinating and maintaining the administrative records associated with the company’s fleet of cranes, trucks, trailers, support vehicles, and other equipment. This role supports the Maintenance and Operations teams by ensuring maintenance documentation is complete, organized, current, and readily available.

The Maintenance Admin will coordinate preventative maintenance records, repair documentation, inspection reports, equipment files, service histories, certifications, and related paperwork to help ensure fleet equipment is properly maintained and documentation requirements are met.

Key Responsibilities

Maintenance Document Control

• Coordinate and maintain preventative maintenance schedules for fleet equipment.
• Track upcoming maintenance requirements, inspections, servicing, and repairs.
• Follow up with mechanics, supervisors, operators, and vendors regarding outstanding maintenance documentation.
• Ensure completed maintenance work is properly documented and entered into company records.
• Maintain accurate service and repair histories for each piece of equipment.
• Track equipment downtime, repair status, and return-to-service documentation.

Fleet Equipment Files

• Maintain organized electronic and physical maintenance files for all fleet equipment.
• Ensure each equipment file contains current and historical documentation
• Scan, file, label, and archive maintenance documentation according to company filing standards.
• Review equipment files regularly to identify missing or incomplete documentation.
• Maintain consistent naming conventions and electronic filing structures.

Parts & Purchasing Administration

• Coordinate with Accounting to ensure invoices are coded to the correct equipment unit or maintenance category.

Equipment Records & Reporting

• Maintain an accurate fleet equipment list including unit numbers, serial numbers, VINs, equipment descriptions, and other relevant information.
• Update fleet records when equipment is purchased, transferred, sold, or retired.

General Administrative Support

• Provide general administrative support as needed
• Ensure confidential company and equipment information is handled appropriately.

Qualifications

• Previous administrative, fleet, equipment, transportation, construction, or maintenance-related experience is preferred.
• Strong organizational and document-control skills.
• High attention to detail and accuracy.
• Ability to manage multiple deadlines and follow up on outstanding items.
• Strong computer skills, including Microsoft Outlook, Excel, Word, and electronic filing systems.
• Comfortable working with technical equipment documentation and learning equipment terminology.
• Ability to work independently while supporting multiple departments.
• Exceptional organization and filing skills
• Strong attention to detail
• Deadline and expiry-date management
• Recordkeeping and document control
• Follow-up and task coordination
• Professional written and verbal communication
• Ability to prioritize competing demands
• Strong Excel and data-entry skills
• Problem-solving and initiative
• Ability to maintain accurate and confidential records