Junior Parts and Service Administrator

Position Summary

The Junior Parts and Service Administrator serves as the operational backbone for fleet and maintenance activities. This position is responsible for high-volume data entry across Workday and M5 systems, vendor procurement workflows, invoice data extraction, and weekly project administration.

Key Accountabilities

Vendor Coordination & Purchasing Administration

• Contact external parts suppliers and vendors via phone and email to request price quotes, verify part availability, and establish lead times.
• Generate, process, and track Purchase Orders (POs) from creation through fulfillment and delivery.
• Monitor open orders, expedite delayed shipments, and maintain regular communication with vendors to resolve backorders and delivery issues.

ERP & Maintenance Systems Management (Workday & M5)

• Execute accurate, daily, high-volume data entry and record maintenance in Workday.
• Operate and update the AssetWorks M5 Fleet Management System, recording work orders, component replacements, preventive maintenance schedules, and equipment logs.
• Maintain parts inventory balances and issue parts to open repair orders with zero discrepancy.

Invoice Review & Data Extraction

• Audit incoming vendor invoices, bills of lading, and packing slips against corresponding purchase orders and receipts.
• Extract essential billing data, including line-item part numbers, unit prices, labor rates, freight charges, and applicable taxes.
• Identify pricing variances or billing errors and liaise directly with vendors and internal accounts payable to resolve discrepancies.

Weekly Project Tracking & Spreadsheets

• Manage and update project tracking logs, status boards, and operational metrics using Google Sheets.
• Track ongoing departmental initiatives and fleet maintenance milestones throughout the week, reporting status changes to management.
• Perform administrative support for ad-hoc projects, inventory audits, and seasonal maintenance preparations.

Cross-Departmental Communication

• Act as a responsive administrative liaison between service technicians, fleet managers, procurement specialists, and corporate accounting.
• Deliver timely, professional correspondence and documentation across all communication channels.

• Other duties as required. 

Qualifications & Requirements

• 1–3+ years of experience in an administrative, purchasing, service coordination, or data entry role.
• High school diploma or GED equivalent required; Associate degree or business administration coursework is an asset.
• Prior exposure to fleet maintenance, automotive, dealership, equipment service, or warehouse environments preferred.
• Proficient in Google Workspace, particularly Google Sheets (data sorting, basic formulas, tracking templates).
• Demonstrated proficiency or aptitude with enterprise software such as Workday.
• Experience with Computerized Maintenance Management Systems (CMMS), specifically AssetWorks M5 (or similar fleet management software), is a strong asset.

Knowledge, Skills and Abilities

• Strong general computer literacy and comfortable working across multiple applications simultaneously.
• Proven ability to read, comprehend, and extract data points from technical invoices and packing lists.
• Exceptional attention to detail and high data entry speed without sacrificing accuracy.
• Clear, professional written and verbal communication skills.
• Capacity to organize daily repetitive data tasks while tracking weekly operational deliverables.

GFL Benefits

• Competitive compensation package with a company-matched RRSP program to support your financial future. 
• Industry leading health, dental, vision and mental health benefits—with premiums fully covered by GFL. 
• Access to Employee Assistance Programs (EAPs) for you and your family.
• Paid training, professional development, and advancement opportunities.
• A positive, collaborative work culture that invests in your success.

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