Niagara Shop- Equipment Administrator

Job summary

The Equipment Administrator provides essential clerical support to the shop and maintenance team by managing work orders, invoices, and equipment records. They also coordinate parts procurement and assist with scheduling repairs and maintenance to ensure efficient shop operations.

Job details

Equipment Administrator Location: 335 Townline Road, Niagara-On-The-Lake, Ontario Position Type: Permanent Full-Time Reporting To: Equipment Manager Start Date: Immediately Hours: Monday to Friday, 8:30am to 5:00pm Compensation $55,000-$63,000 per annum About Miller Waste Systems: Founded in 1961, Miller Waste Systems is a proudly Canadian, family-owned company with 65 years of experience providing waste management and diversion services to municipalities, businesses, and industries across Ontario, Nova Scotia, and New Brunswick. Today, Miller Waste operates collection fleets, recycling facilities, transfer stations, and composting operations that help communities manage waste responsibly while recovering valuable resources from the waste stream. Miller Waste has been recognized as one of Canada’s Best Managed Companies for 16 consecutive years, a distinction that reflects our commitment to strong leadership, operational excellence, and a culture that values our people. At Miller Waste, our people are our greatest strength. We provide a safe workplace, competitive compensation, opportunities for advancement, and the chance to build a long-term career with a company that is trusted by the communities it serves. Summary: The Equipment Administrator provides administrative and clerical support to the shop and maintenance team. This position helps ensure the efficient coordination of daily shop activities by maintaining records, processing work orders and invoices, coordinating parts and supplies, supporting communication between shop personnel and operations, and assisting with scheduling and reporting. Responsibilities: As an Equipment Administrator, your duties will include but are not limited to: Must adhere to Miller Waste System safety protocols and must be familiar with occupational Health & Safety Act. Provide day-to-day administrative support to the Shop and Maintenance teams. Maintain accurate records for vehicles, equipment, repairs, inspections, and preventative maintenance. Enter, update, and track work orders, repair information, and maintenance documentation. Assist with scheduling vehicle and equipment repairs, maintenance, inspections, and servicing. Coordinate with shop personnel, drivers, operations, vendors, and suppliers regarding repair and maintenance requirements. Process purchase orders, invoices, receipts, and other shop-related documentation. Assist with parts ordering, tracking, receiving, and inventory records. Follow up on outstanding parts, repairs, work orders, and vendor requests. Maintain organized electronic and paper filing systems. Prepare reports, spreadsheets, and summaries related to shop activities, costs, repairs, and equipment. Assist with tracking preventative maintenance schedules and regulatory requirements. Enter data accurately into maintenance, fleet, or company management systems. Assist the Shop Manager with administrative projects and special assignments. Support timesheet, attendance, and payroll-related administration for shop employees as required. Ensure documentation is completed accurately and in a timely manner. Maintain confidentiality of employee, company, vendor, and operational information. Promote a professional, organized, and safety-focused shop environment. Perform other related administrative duties as assigned. Competencies & Qualifications: High school diploma or equivalent required. 1–3 years of administrative or office experience, preferably in a maintenance, transportation, fleet, automotive, construction, or industrial environment. Previous experience supporting a shop, fleet, maintenance, or operations department is considered an asset. Strong computer skills, including Microsoft Outlook, Word, and Excel. Experience with fleet management, maintenance management, ERP, or work-order systems is an asset. Strong data-entry and record-keeping skills. Experience processing invoices, purchase orders, or parts documentation is an asset. Excellent organizational and multitasking abilities. Strong written and verbal communication skills. Ability to work independently while also functioning effectively as part of a team. Ability to work in a fast-paced operational environment. Knowledge of vehicle maintenance terminology and shop operations is considered an asset. Posting closing date: This posting will remain active until it has been filled. This posting is for an existing vacancy. Artificial intelligence is not used in the screening, assessment, or selection of applicants for this position. We realize that you may not feel you have every qualification listed and that working to secure a career can be stressful. If you feel that you meet most of the company’s needs and that your passion for your work adds value to a growing company, we would still love to hear from you. Miller Waste Systems is committed to equity, diversity and inclusivity in the workplace, we welcome applications from women, racially visible individuals, people with disabilities, indigenous peoples, and LGBTQ2S+ persons. We are committed to providing people with disabilities with equal opportunities and standards of goods and services and are fully compliant with applicable provincial Disabilities Acts. Miller Waste Systems strives to be an employer of choice. As a proudly Canadian, privately owned and operated Waste Company we have over 65 years’ experience of providing quality service to all our customers. We have been successful in achieving this goal by providing a family and employee centric environment at all our locations. We provide industry leading work environment and compensation, benefits, and pension programs. .

What you’ll do

The Equipment Administrator provides essential clerical support to the shop and maintenance team by managing work orders, invoices, and equipment records. They also coordinate parts procurement and assist with scheduling repairs and maintenance to ensure efficient shop operations.

Requirements

Candidates must have a high school diploma and 1–3 years of administrative experience, preferably in a maintenance or industrial environment. Strong computer proficiency in Microsoft Office and experience with fleet or maintenance management systems are highly preferred.

Benefits

• Competitive compensation
• Opportunities for advancement
• Pension programs

Listed skills

• Administrative Support · Preferred
• Microsoft Excel · Preferred
• record keeping · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Maintenance Documentation · Preferred
• Inventory management · Preferred
• scheduling · Preferred
• invoicing · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Data entry
• Record keeping
• Work order management
• Inventory management
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Fleet management
• Maintenance documentation
• Invoicing
• Purchase orders
• Communication
• Organizational skills
• Multitasking
• Scheduling
• Management
• Operations
• Coordinating
• Operational Excellence
• Leadership
• Artificial Intelligence
• Occupational Safety And Health
• Report Writing
• Administrative Support
• Administrative Functions
• Clerical Works
• Computer Literacy
• Data Entry
• Verbal Communication Skills
• Confidentiality
• Record Keeping
• Filing
• Spreadsheets
• Vehicle Maintenance
• Fleet Maintenance
• Waste Management
• Equipment Repair
• System Safety
• Composting

Job areas

• Administrative
• Logistics
• Transportation
• Manufacturing
• Environmental & Sustainability
• Equipment Administrator
• Maintenance Helper / Assistant
• Odd Job Persons
• Helpers--Installation, Maintenance, and Repair Workers

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