Maintenance Administration Support Specialist

Challenger Motor Freight Inc; Cambridge; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading North American freight transportation company is seeking a Maintenance Administration Support Specialist to support the Maintenance Department. The role involves coordinating preventative maintenance schedules, processing vendor invoices, and ensuring fleet efficiency. Successful candidates will have strong communication and organizational skills, a Secondary School Diploma, and experience in a maintenance support role.

Benefits

Competitive total rewards package

Company paid group benefits

Support of professional memberships

Qualifications

• 2–4 years of experience in an administrative or maintenance support role preferred.
• Proficiency in data entry systems is an asset.
• Bilingual (English/French) is an asset.

Responsibilities

• Support the Maintenance Department by coordinating preventative maintenance schedules.
• Process vendor invoices and maintain accurate fleet records.
• Act as a key contact between internal stakeholders and external vendors.

Skills

Attention to detail

Strong communication skills

Organizational skills

Customer-focused approach

Education

Secondary School Diploma

Post-secondary education in mechanical or transportation

Tools

Microsoft Office

AS400

Enrich systems

Job description

We welcome diversity in the workplace and encourage applications from all qualified candidates including women, members of visible minorities, persons with disabilities, and aboriginal peoples. By submitting your resume, you consent Challenger Motor Freight Inc. to share this information within its divisions in order to identify other employment opportunities that you may be suitable for.

Envision

Working for a company dedicated to personal career growth and opportunity in moving the organization forward. Challenger Motor Freight Inc. is a Platinum Club Member in Canada’s 50 Best Managed Companies. Our success is directly attributed to our dedicated and talented team of professionals who work hard together with a common purpose – to keep us on the leading edge in safety, technology, and analysis.

It’s not by chance that Challenger is a leading North American freight transportation company. In 40 years, Challenger has grown from one person with a vision and a truck to an international transportation and supply chain management company.

We win as a team when we work as a team, and succeed when our employees succeed. We want people who are resilient, team-oriented, and driven because we are laser focused on meeting commitments to our People, Customer, and Profit. If you’re looking to work for a dynamic, fast-paced, progressive organization then apply with us.

We offer the following in our search for engaged employees looking to become part of a successful team:

• A continuous learning environment that develops your individual career goals
• A continuous improvement environment where all ideas are explored
• Engaged coaches and mentors who will provide guidance but also allow autonomy
• Team atmosphere
• Competitive and comprehensive total rewards package including company paid group benefits and company sponsored retirement savings plan
• Support of professional memberships and certifications
• Hours: Monday- Friday, 8:00am-4:30pm

The Opportunity:

The Maintenance Administration Support Specialist is responsible for supporting the Maintenance Department by coordinating preventative maintenance schedules, processing vendor invoices, and maintaining accurate fleet records. This role ensures timely servicing and repairs of Challenger’s equipment while managing administrative functions such as warranty claims, payroll support, and data entry. The position acts as a key point of contact between internal stakeholders, external vendors, and OEM representatives to maximize fleet efficiency and cost recovery. In addition, this role provides coverage and support for the Warranty Specialist, PM Scheduler, and Maintenance Administrator to ensure continuity of service and departmental effectiveness.

Key Accountabilities:

Administrative & Data Management

• Receive, audit, and process third-party repair invoices, ensuring accuracy and timely submission for payment.
• Maintain accurate work orders by entering repair descriptions, costs, and VMRS codes.
• Update and manage equipment records, annual inspections, licensing, and compliance tracking.
• Support payroll functions for shop staff, including attendance records, time-off tracking, and payroll submissions.

Preventative Maintenance (PM) & Scheduling

• Compile and distribute daily PM reports to Operations, Maintenance facilities, and vendors.
• Schedule and monitor annual inspections and preventative maintenance services for all units.
• Track and communicate out-of-service statuses and ensure timely completion of maintenance work.
• Support drivers, Operations, and Maintenance facilities regarding equipment maintenance and troubleshooting.

Warranty & Vendor Relations

• Review, prepare, and submit warranty claims for in-house and vendor-completed work.
• Collect documentation, validate labour and parts costs, and ensure maximum warranty recovery.
• Manage warranty parts retention, shipping, and disposal per policy requirements.
• Collaborate with vendors, OEMs, and internal staff to resolve discrepancies in work orders, invoices, and warranty eligibility.

Customer Service & Support

• Provide prompt, professional, and accurate communication to internal staff, drivers, and external vendors.
• Respond to inquiries and resolve issues related to repairs, invoices, or scheduling.
• Support Operations and Maintenance leadership with reporting and data analysis.
• Perform other administrative or shop support duties as required.

What You Need To Be Successful In This Role:

• Secondary School Diploma required.
• Post-secondary education or relevant work experience in a mechanical, transportation, or maintenance setting is an asset.
• 2–4 years of work experience in an administrative or maintenance support role preferred.
• Ability to manage large volumes of work while maintaining accuracy and attention to detail.
• Strong interpersonal, verbal, and written communication skills.
• Proficiency with Microsoft Office and data entry systems; experience with AS400 or Enrich systems is an asset.
• Strong organizational and prioritization skills in a fast-paced environment.
• Analytical ability to identify trends and resolve discrepancies.
• Customer-focused with a proactive and problem-solving approach.
• Ability to work independently and as part of a team.
• Knowledge of heavy truck repairs, service requirements, and the Highway Traffic Act considered an asset.
• Bilingual (English/French) is an asset.

How To Apply:

If you are looking to join a premier transportation company, and become an integral part of results oriented team who constantly challenge themselves to Go The Distance for our customers and for each other, the role of Maintenance Administration Support Specialist may be right for you.

No phone calls, please. We thank all applicants; however, only those selected for an interview will be contacted. Challenger Motor Freight Inc. is an equal opportunity employer.