Temporary Service Administrator

Source Atlantic Limited; Saint John; On-site; CAD 25,000 - 32,000; Full time

Job summary

Source Atlantic Limited is seeking an organized Temporary Service Administrator in Saint John, NB for a ~3‑month contract. The role focuses on work order processing, service coordination, customer communications, and precise record maintenance.

The ideal candidate has 2–3 years of administrative experience, strong organizational skills, and proficiency with Microsoft Office. Experience with inspection management software or ERP systems is an asset, and the role involves coordinating inspections

Qualifications

• 2–3 years of administrative experience in a service, safety, industrial or compliance environment.
• Proficiency with Microsoft Office and data entry accuracy.
• Experience with inspection management software, ERP systems or asset tracking databases is an asset.

Responsibilities

• Create, process, and close work orders and service orders with accurate parts, labour, inspection results and notes.
• Review inspection paperwork and service documentation for accuracy and compliance with procedures.
• Prepare quotations for replacements, repairs and related services, and follow up with customers.
• Obtain PO numbers and confirm authorization before service work begins.
• Coordinate third‑party inspections and certifications within timelines.
• Source and procure parts and materials for inspection, repair and certifications.
• Maintain customer contact information and inspection records in the database.
• Perform data entry and data cleansing to keep records accurate.

Skills

Administrative experience

Organizational skills

Written and verbal communication

Time management

Microsoft Office

Tools

Inspection management software

ERP systems

Excel

Word

Outlook

Teams

Job description

We are currently seeking an organized and detail-oriented individual to join us for the position of Temporary Service Administrator based out of our Saint John, NB location.

The duration of this contract is expected to be approximately 3 months. The ideal candidate will bring a positive attitude, strong organizational skills, a willingness to learn, and a keen eye for detail. This role will provide administrative support to our inspection and service operations, with a focus on work order processing, service coordination, customer communication, and maintaining accurate records.

RESPONSIBILITIES

• Create, process, and close work orders and service orders, ensuring all required parts, labour, inspection results, and service notes are accurately documented.
• Review inspection paperwork, service documentation, and completed work orders to verify accuracy, completeness, and compliance with company procedures.
• Prepare quotations for replacement equipment, repairs, and related services, and follow up with customers as required.
• Communicate with customers to obtain purchase order (PO) numbers and confirm appropriate authorization before service work begins.
• Coordinate and administer third-party inspections, certifications, and compliance-related services, ensuring requirements are completed within established timelines.
• Source and procure parts and materials required to support inspection, repair, and certification activities.
• Maintain and update customer contact information and inspection records within the inspection database.
• Perform ongoing data entry, record validation, data cleanup, and system updates to maintain database accuracy and integrity.
• Maintain organized service records, certification documentation, and customer compliance history to support the inspection team.
• Assist with improving administrative processes and maintaining accurate records to support operational efficiency.
• Perform other duties as assigned.

QUALIFICATIONS

• 2–3 years of administrative experience required, preferably in a service, safety, industrial, or compliance‑related environment is required.
• Base understanding of rigging, lifting equipment, fall protection equipment, or inspection services would be considered an asset.
• Strong organizational skills and effective time management.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy when handling records, data, and documentation.
• Ability to manage multiple tasks, prioritize workload, and meet established deadlines.
• Strong problem‑solving skills and a proactive approach to completing tasks.
• Ability to follow written instructions, documented procedures, and established company standards.
• Ability to work independently and collaboratively as part of a team.
• Experience using inspection management software, ERP systems, or asset tracking databases is considered an asset.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams is required.

In accordance with provincial wage transparency requirements, the expected base compensation for this position is $18.00-$23.00/hr (or more) depending on experience, technical competencies, certifications, and qualifications,