Maintenance Administrator

Maintenance Administrator

Location: 4949 76 Avenue SE

Employment Type: Full-time

Experience Level: 2-5 years

Position Description:

Reporting to the Heavy Equipment Field Maintenance Manager, the Maintenance Administrator is responsible for the administration, reporting, workflow management, and optimization of the maintenance department's E360 system. This position serves as the primary E360 administrator and super-user, ensuring all work orders, labour hours, maintenance records, equipment information, and reporting functions are accurate and up to date. The role is responsible for maintaining data integrity, supporting maintenance planning, and identifying opportunities to expand and improve the company's utilization of E360. The Maintenance Administrator provides critical support to the Manager by ensuring maintenance information is organized, actionable, and available for decision-making.

Responsibilities:

E360 System Administration

• Act as the primary administrator and super-user for E360.
• Monitor system dashboards, alerts, notifications, and work queues daily.
• Maintain equipment, labour, vendor, contractor, and maintenance records within E360.
• Identify opportunities to expand system functionality and improve workflows.
• Develop reports, dashboards, KPIs, and analytics to support maintenance operations.
• Train and support users on E360 processes and best practices.

Work Order Administration

• Open work orders based on information provided by managers, service writers, and mechanics.
• Assign mechanics to work orders within E360.
• Enter labour hours, repair notes, and maintenance descriptions.
• Coordinate with Parts and mechanics to ensure materials are received, tracked, and linked to work orders.
• Monitor work order progress and update completion status throughout the repair process.
• Verify work orders contain complete labour, parts, and repair documentation.
• Close completed work orders following manager approval.
• Monitor work order aging and follow up on outstanding repairs.

Labour Administration

• Enter employee and contractor labour into E360.
• Allocate labour hours accurately to work orders.
• Review daily timesheets submitted by mechanics and maintenance staff.
• Compare GPS records against submitted timesheets.
• Investigate and correct discrepancies prior to manager approval.
• Maintain accurate labour records for payroll, costing, and reporting purposes.

Equipment Tracking & Reporting

• Track equipment utilization, operating hours, and maintenance activity.
• Maintain deficiency tracking logs and equipment failure records.
• Prepare equipment hours reports, failure summaries, downtime metrics, and utilization reports for management review.
• Report departmental analytics, trends, and key performance indicators to the Maintenance Manager and Vice President.
• Track and report weekly shop activities and completed work.

Purchasing & Vendor Administration

• Generate requisitions for materials, services, and supplies.
• Obtain pricing and quotations from vendors.
• Support equipment procurement activities by obtaining pricing and equipment information.
• Submit purchase requests to the Vice President for approval.
• Maintain vendor records and supporting documentation.

Compliance & Documentation

• Submit SiteDocs forms and documentation on behalf of the Maintenance Manager.
• Prepare and process discipline, safety, incident, coaching, and HR-related documentation.
• Maintain department records and digital filing systems.
• Ensure all maintenance documentation is accurate, complete, and compliant with company requirements.

Qualifications:

• Experience in maintenance administration, fleet administration, service coordination, or equipment management.
• Advanced computer and data management skills.
• Strong working knowledge of E360 or comparable maintenance management software.
• Exceptional attention to detail and organizational skills. Strong analytical and reporting abilities.
• Experience working with labour allocation and work order systems.
• Proficiency with Microsoft Excel and Microsoft Office.