SERVICE WRITER/WORK ORDER ADMINISTRATOR

Clearway; Vaughan; On-site; CAD 55,000 - 60,000; Full time

Benefits offered by this job

Competitive salary with COLA

Annual bonus program

RRSP matching

Company paid benefits

Extended health care

Dental care

Vision care

Disability insurance

Paid vacation & holidays

Parental leave top-up

Employee assistance program

Life insurance

Wellness programs

Free on-site parking

Job summary

Clearway is seeking a Service Writer/Work Order Administrator to own the full life cycle of work orders across four maintenance departments. You will open, track, and close orders, coordinate with technicians, vendors, and insurance claims, and keep records organized. This on-site role supports fleet administration and repair workflows at the Concord facility.

Location: Clearway Equipment Office & Yard, 69 Freshway Dr, Concord, ON L4K 1R9. Hours are 8:00 am–5:00 pm EST, Monday to Friday.

Qualifications

• Post-secondary education in Business Administration or a related field.
• Hands-on experience handling work orders or service contracts in a shop, dealership, fleet, or field service setting (2+ years preferred).
• Experience with an ERP, CMMS, or fleet maintenance system (Jonas or similar is an asset).
• Strong organization and follow-through; able to manage a high volume of open items across four departments at once.
• Clear written and verbal communication with technicians, supervisors, and vendors.
• Proficient in Microsoft Excel and Outlook.

Responsibilities

• Open work orders for all incoming repair and service requests and route to the right department.
• Capture complete intake details: unit number, meter reading, location, priority, and cost coding.
• Follow up daily on open work orders: progress, parts on order, vendor ETAs, and outside repairs.
• Keep supervisors, project teams, and department leads informed of status and expected completion.
• Coordinate outside vendor repairs: request estimates, approvals, purchase orders, and reconcile invoices.
• Close work orders with labour, parts, costs, and attached paperwork.
• Open and submit insurance claims for vehicle and equipment damage, including photos and repair history.
• Maintain a claims log with key dates and reconcile payouts.

Skills

Work orders

Field service

Fleet knowledge

Communication

Excel

Education

Business Administration degree

Tools

Jonas ERP

Outlook

Job description

SERVICE WRITER/WORK ORDER ADMINISTRATOR

At Clearway we are committed to every project. We pride ourselves on a keen work ethic and more importantly, the talent and skill of our people. In fact, the Clearway Staff is the reason why so many organizations turn to us for the most complex construction assignments. That is how we’ve evolved from a sewer and watermain contractor, to one of Canada’s most reputable construction companies with as many capabilities as there are needs.

Clearway has been operating for more than 50 years, specializing in sewers and watermains, transportation, dry utilities, shoring, road reconstruction, concrete forming, marine, environmental remediation and treatment plants / pumping stations.

If you are looking to work for a growing company who values the contribution of its employees and you demonstrate creativity, ingenuity, initiative and a high-level commitment then we are the company for you. We offer challenging and rewarding career opportunities, with room to grow, learn and excel.

JOB SUMMARY

Reporting to the Director, Fleet and Administration; the Service Writer/Work Order Administrator owns the full life cycle of every work order across our four maintenance departments: welding, heavy equipment, auto mechanics, and yard. This position is responsible for opening work orders as repair and service needs come in, keep them moving through daily follow-up with technicians, supervisors, and outside vendors, and close them with complete records of labour, parts, and cost. Also run the administrative side of insurance claims on our vehicles and equipment, from filing through to settlement. It is the administrative hub that keeps our shops organized and our equipment job-ready.

Location: Clearway Equipment Office & Yard - 69 Freshway Dr, Concord, ON L4K 1R9.

Hours of Operation: 8:00 am to 5:00 pm (EST), Monday through Friday (On site)

Annual Salary: $55,000 - $60,000 (Based on qualifications, experience and relevant skills)

ESSENTIAL DUTIES & RESPONSIBILITIES

• Open work orders for all incoming repair and service requests (breakdowns, inspections, PM schedules, field calls) and route each to the right department: welding, heavy equipment, auto mechanics, or yard
• Capture complete intake details: unit number, meter or hour reading, reported issue, location, priority, and cost coding
• Follow up daily on open work orders: technician progress, parts on order, vendor ETAs, and outside repairs
• Keep supervisors, project teams, and department leads informed of status and expected completion
• Coordinate outside vendor repairs: request estimates, obtain approvals, issue purchase orders, and reconcile invoices against the work order
• Close work orders once work is verified complete, with labour, parts, and costs recorded and paperwork attached
• Flag warranty-eligible repairs and follow claims through to credit
• Open and submit insurance claims for vehicle and equipment damage, assembling photos, incident details, and repair history
• Follow up with the broker and adjuster, obtain and submit repair quotes, and track each claim through to settlement
• Maintain a claims log with key dates and reconcile payouts against deductibles and final repair costs, escalating settlement, write-off, and liability decisions to the Director of Fleet & Administration
• Keep the system clean and current: no stale, duplicate, or incomplete work orders, and accurate repair histories per asset
• Report weekly on open and aging work orders, backlog by department, and repeat failures
• Support related fleet administration tasks as assigned

OUR IDEAL CANDIDATE

• Post-secondary education in Business Administration or a related field
• Hands-on experience handling work orders or service contracts in a shop, dealership, fleet, or field service setting (2+ years preferred)
• Working knowledge of construction equipment, trucks, or automotive systems; comfortable reading repair descriptions, parts lists, and labour estimates
• Experience with an ERP, CMMS, or fleet maintenance system (Jonas or similar is an asset)
• Strong organization and follow-through; able to manage a high volume of open items across four departments at once
• Clear written and verbal communication with technicians, supervisors, and vendors
• Proficient in Microsoft Excel and Outlook

BENEFITS

• Competitive Salary with annual cost of living increases
• Annual Bonus Program
• Group RRSP with 100% Matching
• 100% Company Paid Benefits
• Extended Health Care
• Dental Care
• Vision Care
• Disability Insurance
• Vacation & Personal Days, plus Paid Holiday Shutdown
• Parental Leave Top-up Program
• Employee Assistance Program (EAP)
• Life Insurance
• Wellness Programs
• Free On-site Parking