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 Asset Works 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 Asset Works 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…