Parts & Service Administrator (TEL - Yellowknife)

Job summary

The role involves coordinating equipment maintenance, managing work orders, and overseeing parts inventory and invoicing. It also supports fuel service operations and ensures accurate administrative records for the service department.

Job details

PARTS & SERVICE ADMINISTRATOR Location: Yellowknife, Northwest Territories Company: Tlicho Equipment Ltd. Reports To: Senior Manager POSITION SUMMARY Tlicho Equipment Ltd. is seeking a highly organized and detail-oriented Parts & Service Administrator to support our equipment and service operations in Yellowknife. This position is responsible for overseeing equipment availability, coordinating maintenance and service scheduling, managing work orders and invoicing, monitoring parts inventory, and supporting fuel service operations. The successful candidate will play a key role in ensuring the efficient day-to-day operation of the service department while providing excellent customer service and maintaining accurate administrative records. KEY RESPONSIBILITIES * Coordinate equipment maintenance scheduling. * Schedule service work and maintain daily service timecards. * Prepare and manage rental agreements and track rental equipment. * Complete equipment inspection reconciliations. * Enter, review, and submit employee timesheets. * Create and issue purchase orders, work orders, and customer invoices. * Order parts and follow up on outstanding parts shipments. * Monitor and maintain parts inventory. * Track work-in-progress (WIP) and ensure timely completion of service work. * Support fuel service operations and fuel reconciliation. * Assist with budget monitoring and equipment availability reporting. * Perform other duties as assigned to support the efficient operation of the business. QUALIFICATIONS The ideal candidate will possess: * Proficiency with computer applications, including QuickBooks and preventative maintenance software. * Extensive knowledge and experience using QuickBooks. * Strong organizational and administrative skills. * Excellent customer service and communication abilities. * Ability to work independently with minimal supervision. * Strong analytical and problem-solving skills. * High level of accuracy and attention to detail. * Excellent time management and ability to meet deadlines. * Professional work ethic and commitment to confidentiality. * Strong commitment to workplace safety. WORKING CONDITIONS PHYSICAL REQUIREMENTS * Lift and carry materials weighing up to 40 lbs. * Operate company vehicles, including pickup trucks. * Sit for extended periods while performing administrative duties. WORK ENVIRONMENT * Primarily office-based with occasional travel. * Some work locations may be more than three hours from the nearest hospital. * Willingness to travel to Tłı̨chǫ communities as required. MENTAL DEMANDS * Ability to effectively manage multiple priorities. * Work efficiently under deadlines. * Respond appropriately during emergency or high-pressure situations. ADDITIONAL INFORMATION * Personal Protective Equipment (PPE) is not required for this position. * Criminal Record Check is not required. * Medical clearance is not required. * English is mandatory. The ability to speak the Tłı̨chǫ language is considered a strong asset. WHY JOIN TLICHO EQUIPMENT LTD.? At Tlicho Equipment Ltd., you'll become part of a team dedicated to providing reliable equipment and exceptional service to communities throughout the Tłı̨chǫ region. We value teamwork, safety, professionalism, and continuous improvement while supporting local economic development. Apply today and become an important part of our growing team.

What you’ll do

The role involves coordinating equipment maintenance, managing work orders, and overseeing parts inventory and invoicing. It also supports fuel service operations and ensures accurate administrative records for the service department.

Requirements

Candidates must be proficient in QuickBooks and preventative maintenance software with strong organizational and communication skills. The ability to lift up to 40 lbs and travel to remote communities is required.

Listed skills

• Customer service · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• QuickBooks
• Preventative Maintenance Software
• Inventory Management
• Invoicing
• Scheduling
• Customer Service
• Purchase Orders
• Work Order Management
• Time Management
• Analytical Skills
• Problem Solving
• Administrative Support

Job areas

• Administrative
• Logistics
• Customer Service & Support
• Trades
• Transportation