Service Administrator

Wajax; Northwestern Ontario; On-site; CAD 50,000 - 70,000; Full time

Job summary

An industrial products and solutions provider in Northwestern Ontario seeks a Service Administrator to optimize service operations. The candidate will manage quoting resources, oversee the work order lifecycle, and coordinate with suppliers to ensure timely delivery of parts. A relevant college diploma and at least 2 years of service-related experience are required. This role offers a competitive compensation package, including extensive health benefits and unique perks aimed at supporting employee development and well-being.

Benefits

Health and dental benefits with no waiting period

E-learning and product training

Exclusive discounts with manufacturers and service providers

Recognition program

Company matched pension plan

Health and Wellness Program

Qualifications

• Minimum of 2 years related experience in service, parts, or product support operations.
• Basic knowledge of heavy equipment or truck & coach industry sectors is an asset.
• Proficient in Microsoft Office including Outlook, Excel, Word, and PowerPoint.

Responsibilities

• Develop and maintain quoting resources for effective service repair quotes.
• Manage the end-to-end work order process from opening to invoicing.
• Handle supplier selection and ensure on-time delivery of parts.

Skills

Communication

Customer Service

Problem Solving

Education

College diploma or Post secondary education

Tools

Microsoft Office

Job description

The Opportunity

The Service Administrator plays a critical role in ensuring efficient, accurate, and customer-focused service operations. This position is responsible for building and managing the tools, processes, and practices that enable timely and precise service repair quotations and seamless execution of service work.

The Role

• Develop and Administer resources and structure to deploy quick and effective Service Repair Quotes to branch customers. May need to research parts and estimate labour required to generate service repair quotes.
• Development of tools and database, not limited to:
• Business System Quote standards
• Customer Quote Template development
• Labour Times Resource database
• Parts look-up process
• Respond to customers via telephone, or electronically in a timely and courteous manner; delivers strong internal and external service
• Follow up with the customer and answer technical questions
• Develop rollout plan for subsequent service branches
• Work in collaboration with the technical team

Key Responsibilities

• Quotation Management: Develop and maintain quoting resources, including business system standards, customer quote templates, labor-time databases, and parts lookup processes. Research parts, estimate labor requirements, and respond promptly and professionally to customer inquiries—both by phone and electronically. Follow up on technical questions and outstanding quotes.
• Work Order Lifecycle: Manage the end-to-end work order process, including opening, reviewing, assigning, revising, scheduling, and invoicing. Act as a liaison between customers, the service department, engineering, suppliers, and internal teams to ensure timelines, quality, and budget requirements are met.
• Supplier & Parts Coordination: Handle supplier selection and management to ensure on-time, on-budget, and quality delivery. Order parts and coordinate warranty/RMA processes.
• Customer Relationship Management: Maintain strong customer relationships by obtaining purchase orders, booking appointments, resolving issues, and escalating concerns when necessary. Prepare internal service reports on customer activity and complaints, and collaborate closely with technical staff.

The Candidate

• Education: College diploma / Post secondary Education
• Work Experience: 2 years related experience in service, parts, supply chain or product support operations
• Knowledge: Basic knowledge of heavy equipment and/or truck & coach industry sectors is an asset
• Proficiency: Microsoft Office, including Outlook, Excel, Word and PowerPoint

The Company

Since 1858, Wajax has been a leading industrial products and solutions provider continually innovating to serve Canadian industry coast-to-coast. We work in an extensive range of industries and core sectors of the Canadian economy including energy and renewables, food and beverage, construction, industrial/commercial, transportation, forestry, mining, metal processing, and oil and gas – to name a few. Everything we do is powered by people passionate about making a difference and who are dedicated to driving Canadian industry forward. People who provide the experience and expertise that support the industries that build our cities, power our businesses, put a roof over our heads and food on our tables.

Wajax offers a total compensation package that includes competitive pay, comprehensive benefits, learning and development, as well as some unique additional “perks.”

Highlights Include

• Competitive health and dental benefits with no waiting period for eligibility (100% employer paid premiums), plus health spending account.
• Wajax led e-learning, and product training through industry leading manufacturers.
• Exclusive discounts with a variety of manufacturers and service providers such as Ford, GM, Chrysler, Dell, TELUS, a group mortgage, home & auto insurance program, pet insurance, footwear & workwear, fitness membership, perkopolis, and more.
• Recognition program where points are earned for merchandise or gift certificates, plus cash awards.
• Company matched pension plan
• Award-Winning Health and Wellness Program.

By working with Wajax, you become part of an inclusive and diverse team that is dedicated to innovation and teamwork. We are committed to employing a workforce that is representative of the diverse communities across Canada in which we do business. As an equal opportunity employer, please inform us if any accommodation is required if contacted for an interview.

As a condition of employment, final candidates will be subject to pre-screening.

Together we get more done.