Parts and Service Coordinator - Heavy Equipment

ICES: Data, Discovery, Better Health; Vaughan; On-site; CAD 75,000 - 85,000; Full time

Job summary

ICES: Data, Discovery, Better Health in Vaughan, Canada is hiring a Parts & Service Coordinator to support the heavy equipment maintenance department. You will source parts, coordinate outside repairs, track warranties, and maintain accurate maintenance records to minimize downtime and keep our fleet running.

The role requires 5+ years in a heavy equipment environment, proficiency with Excel and inventory software, and strong organizational and communication skills.

Qualifications

• 5+ years experience in heavy equipment maintenance environment.
• Proficiency with Microsoft Office, especially Excel.
• Experience sourcing and purchasing OEM and aftermarket parts.
• Strong organizational and communication skills.

Responsibilities

• Source and purchase OEM and aftermarket parts with value focus.
• Coordinate outside repairs and schedule maintenance for shop equipment.
• Track warranties and maintain maintenance records.
• Ensure work orders are documented and closed timely.
• Maintain warranty records and coordinate with vendors.

Skills

Excel

Organizational skills

Communication skills

Attention to detail

Driver's license

Tools

Inventory management software

Parts tracking software/CMMS

Job description

About the Role

We’re looking for an organized, detail-oriented, and motivated Parts & Service Coordinator to support the daily operations of our heavy equipment maintenance department. In this role, you’ll source parts, coordinate outside repairs, track warranties, and keep maintenance records accurate and up to date, all to minimize downtime and keep our fleet running efficiently.

What You’ll Do

Parts Procurement & Inventory

• Source and purchase OEM and aftermarket parts, lubricants, filters, and shop supplies, comparing suppliers for the best value
• Maintain a parts purchasing log and a reference database of commonly purchased parts
• Monitor inventory levels and replenish stock as needed
• Track orders and backorders, follow up with suppliers, and keep shop management and mechanics informed of delivery timelines
• Receive and verify incoming parts, and manage returns, exchanges, and supplier credits
• Complete local parts pickups as required

Service & Maintenance Coordination

• Coordinate outside repairs and schedule inspections and preventative maintenance for shop equipment, including overhead cranes and lifting equipment
• Track equipment sent to vendors and dealerships, monitoring repair status, costs, and completion dates
• Maintain records of major component repairs and replacements (engines, transmissions, hydraulic pumps, final drives, etc.), including serial numbers and warranty details

Work Orders & Documentation

• Ensure mechanics open, complete, and close work orders in a timely manner
• Follow up on incomplete inspections, checklists, and service documentation
• Support management with maintenance reporting, parts tracking, and repair history inquiries
• Help maintain accurate labour, parts, and outside repair records

Warranty & Vendor Management

• Maintain warranty records for equipment, parts, and components
• Identify potential warranty coverage before authorizing repairs or purchases
• Coordinate and follow up on warranty claims with dealerships, manufacturers, and suppliers
• Build and maintain strong relationships with suppliers and service providers

What You Bring

Required

• 5+ years experience in a heavy equipment repair shop, dealership, or similar maintenance environment
• Working knowledge of heavy equipment parts, components, and repair processes
• Experience sourcing and purchasing OEM and aftermarket parts
• Proficiency in Microsoft Office, particularly Excel
• Experience with inventory management, computerized maintenance, or parts tracking software
• Strong organizational skills and the ability to manage multiple priorities and follow up on outstanding items
• Excellent communication skills and strong attention to detail
• Valid Ontario Class G driver’s licence

Preferred

• Experience with manufacturers such as Caterpillar, Komatsu, Volvo, John Deere, or Liebherr
• Familiarity with electronic parts catalogues and OEM dealer systems
• Knowledge of warranty administration and outside repair coordination
• Prior experience as a parts coordinator, parts advisor, service coordinator, or maintenance administrator

Who You Are

You’re proactive, dependable, and highly organized. You’re comfortable in a busy shop, communicating directly with mechanics and suppliers, and you take ownership of orders, repairs, and documentation. You understand the importance of controlling maintenance costs and minimizing downtime, and you follow through on tasks without constant supervision.

Position Requirements

• Full-time, on-site at our heavy equipment maintenance facility
• Ability to work independently and manage competing priorities
• Willingness to perform local parts pickups and other related duties
• Ability to collaborate with shop personnel, management, and external vendors
• Hours are 9:00m to 5:00pm
• Salary range for this role will range between $75,000 - $85,000 annually based on experience

As part of our Group of Companies’ recruitment and selection process, we don’tutilizeArtificial Intelligence (AI) for candidate screening.

The Company is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Company is also committed to providingaccommodationsfor people with disabilities. If you requirean accommodation, we will work with you to meet your needs.