Service Administrator

Maxim Truck & Trailer Inc.; Winnipeg; On-site; CAD 28,000 - 39,000; Full time

Benefits offered by this job

A competitive hourly wage

RRSP plan with company match

Educational assistance plan

Opportunities for advancement

Strong team environment

Support of a national company

Job summary

Maxim Truck & Trailer Inc. in Winnipeg, MB is seeking a Service Administrator to support the busy service department. You will manage work order administration, invoicing, warranty processing, and general admin tasks to ensure a seamless service experience.

The role requires strong organizational skills, attention to detail, and the ability to balance multiple priorities while coordinating with service, parts, and shop teams. Experience with invoicing and MS Office is preferred.

Qualifications

• 2+ years invoicing experience with knowledge of debits/credits.
• Working knowledge of servicing heavy-duty trucks & trailers (or related industry) to understand repair time length and manage work orders.
• Customer service experience preferred
• Excellent fact finding and analytical skills
• Strong aptitude for numbers; attention to detail
• Basic computer experience with MS Word and Outlook
• Exposure to a centralized billing system; Karmak knowledge preferred
• Ability to work with interruptions

Responsibilities

• Processes and closes retail work orders by preparing invoices, applying write-offs per company guidelines, reconciling sublet accounts, and splitting work orders for billing or follow-up action.
• Reviews repair orders for accuracy and completeness, ensuring all customer, vehicle, parts, labor, authorization, and sublet documentation requirements are met.
• Manages select service and facility-related payables, including shop supplies, tools, uniforms, and building maintenance services, while helping maintain workplace safety compliance.
• Assists with payroll administration, timesheet reconciliation, warranty processing, recall and coverage checks, and monitoring aged work orders.
• Provides reception support as needed and may prepare customer estimates for standard repairs, new vehicle preparation, and fleet/tender purchases.
• Maintains accurate records and coordinates with service, parts, and shop teams to ensure efficient workflow and customer service delivery.

Skills

Invoicing

Truck knowledge

Customer service

Fact finding

Analytical skills

MS Word & Outlook

Karmak

Interruption handling

Tools

Karmak

Job description

Are you highly organized, customer-focused, and passionate about keeping operations running smoothly? We are seeking a Service Administrator to support our busy service department by managing work order administration, invoicing, customer follow-up, warranty processing, and general administrative functions. This position is ideal for someone who enjoys balancing multiple priorities, solving problems, and working closely with customers and internal teams to ensure a seamless service experience.

Responsibilities

• Processes and closes retail work orders by preparing invoices, applying write-offs per company guidelines, reconciling sublet accounts, and splitting work orders for billing or follow-up action.
• Reviews repair orders for accuracy and completeness, ensuring all customer, vehicle, parts, labor, authorization, and sublet documentation requirements are met.
• Manages select service and facility-related payables, including shop supplies, tools, uniforms, and building maintenance services, while helping maintain workplace safety compliance.
• Assists with payroll administration, timesheet reconciliation, warranty processing, recall and coverage checks, and monitoring aged work orders.
• Provides reception support as needed and may prepare customer estimates for standard repairs, new vehicle preparation, and fleet/tender purchases.
• Maintains accurate records and coordinates with service, parts, and shop teams to ensure efficient workflow and customer service delivery.

Hours:

Monday to Friday, 7:30 PM – 4:00 PM; provides weekend vacation coverage if needed.

Qualifications

• 2+ years invoicing experience with knowledge of debits/credits
• Working knowledge of servicing heavy-duty trucks & trailers (or related industry) in order to understand repair time length and managing work orders is preferred
• Customer service experience preferred
• Excellent fact finding and analytical skills
• Strong aptitude for numbers, shows attention to detail
• Basic computer experience with MS Word and Outlook
• Exposure to a centralized billing system; Karmak knowledge preferred
• Ability to work with interruption

Why choose Maxim?

• A competitive hourly wage
• RRSP plan with company match
• Educational assistance plan
• Opportunities for advancement
• Strong team environment
• Support of a national company

More about us:

We provide quality transportation equipment, parts, and service to our customers. Headquartered in Winnipeg, Manitoba, we are a full service truck and trailer equipment dealer with 16 locations from Vancouver to Montreal. We are proud to be a Canadian company with approximately 450 employees in business for over 40 years.

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