Heavy Duty Shop Administrator

About the Job

A Heavy Duty Shop Administrator acts as the primary link between Alpha Better Landscaping Equipment Operators and the Mechanics, diagnosing issues by talking to operator(s) and technicians, creating repair estimates (parts/labor), scheduling repair work, as well as preventive maintenance requirements, managing work orders, securing management authorizations, and keeping operators updated on repair progress, ensuring efficient shop flow for complex equipment.

Key Responsibilities:

 

• Employee Interaction: Greet internal customers, understand their issues (symptoms, maintenance history), prepare cost/time estimates.
• Service Coordination: Liaise between internal customers and technicians, translating needs, getting approvals, and coordinating parts/labor for timely repairs.
• Advising: Utilize automotive diagnostic knowledge to identify parts requirements for repairs and maintenance jobs. Co-ordinate necessary preventive maintenance/repairs. Review pre-trip reports daily, analyze / scheduled required repairs as necessary, advise management of potential documented equipment concerns.
• Work Order Management: Create detailed repair orders, enter data into management systems, manage workflow, and track costs/invoices. Enter data accurately into Fleet Pro Maintenance program and excel to track part usage and department efficiencies.
• Inventory control: Maintain accurate inventory levels through diligent stock management, including receiving, stocking and organizing parts in the storage area. Oversee shipping and receiving requirements, ensure proper documentation and efficient handling of incoming and returned parts. Support receiving activities by operating forklift safely, maintaining cleanliness and ensuring compliance with safety standards.
• Technical Liaison: Work with technicians to confirm diagnoses, identify additional needs, and ensure standard procedures are followed (like IMPACT/ASIST guides).
• Problem Resolution: Handle customer complaints and resolve discrepancies with vendors or clients.

Essential Skills:

 

• Strong customer service, communication, and negotiation skills.
• Ability to understand mechanical issues and technical procedures.
• Proficiency with computer systems and various software packages i.e.: Fleet Pro, Excel, Word, etc.
• Excellent organizational skills, time management, and ability to multi-task.
• Knowledge of heavy equipment, parts, and industry standards.

Typical Duties:

 

• Preparing workorders, Scheduling equipment & managing shop capacity.
• Enter data accurately into Fleet Pro Maintenance program and excel to track part usage, repair costs and department efficiencies.
• Preparing detailed cost estimates & obtaining signatures.
• Ensuring all resources (labor, parts) are ready for jobs.
• Following up on pending repairs and providing status updates to management.

Heavy Duty Shop Administrator experience and general requirements:

 

• Candidates should have two years of experience in the Heavy-Duty automotive industry.
• Familiar with Heavy-Duty mechanical, and related technical terms.
• Candidates who have already completed industry-sponsored Service Advisor training and have hands-on experience are preferred.
• Excellent communication skills, time management and taking direction would be an asset.
• Candidates with additional professional certifications, including trade experience or associate degrees in the Heavy-duty automotive field would be an asset.
• Must have Valid Class 5 Drivers License with driving experience of at least 3 years and Provide a 3 year Driver's Abstract with no serious infractions
• Must be reliable. Must be able to show up to work every day on time.
• Able to lift a minimum of 50 lbs. repeatedly through an entire work shift
• Work in a fast-paced environment with moderate stress and complete work in given time.
• You can work in various conditions including heat/humidity, rain, dust, noise, and cold.

For this job you will need to be:

 

• Versatile: You thrive in a fast past environment. You don't mind turning on dime so to speak.
• Motivated: You are a self-starter who takes pride in their work and delivers excellent customer service.
• Competent: You have the knowledge (and common sense) to identify a problem, and you do what you can to correct it. Sometimes this simply means following the protocol you were given by your manager.

About the Company

Our mission and core purpose is, "Building a Living Legacy."Divisions of the Alpha Better TeamThe Alpha Better Group of Companies is comprised of four different divisions, each of them representing a different aspect of the landscaping industry. Divisions: Alpha Better Landscaping, Delta Landscaping, Wheatland Trees and Homescapes.Alpha Better Landscaping Inc.This is the larges division in our group. ABL specializes in commercial landscaping construction in the developer and general contractor market. We help to create the neighbourhoods around the new homes that are being built in such new areas like Auburn Bay, Legacy, and Skyview. We also work in surrounding areas of Calgary like Mountainview in Okotoks, Heartland in Cochrane and Hillcrest and Reunion in Airdrie. We are also very proud to complete such high profile jobs like the Alberta Children's Hospital and Central Memorial Park.