Parts and Service Coordinator
Compensation: $70,000 - $80,0000 per year

Job Description:

Reporting directly to the Service Manager at Creative Industries Ltd. (CILTD), the Parts and Service Coordinator is responsible for overseeing the procurement of all necessary parts and managing the issuance of service invoices. The Parts and Service Coordinator ensures the smooth coordination of the entire service process, from intake to invoice issuance. This role involves coordinating services related to heavy on and off-road equipment, as well as welding and fabrication tasks.

The incumbent will work closely with the Service Manager and team to ensure all operational parts and service needs are being met in a timely manner.

The incumbent will conduct all activities in a manner that supports the mission, vision, and values of CILTD, as well as adherence to all established Policies and Procedures.

This permanent full-time hourly position is based on a shift rotation of five (5) days on, two (2) days off, working eight (8) hours per day forty (40) hours weekly. Additional hours my be required to meet Company and/ Client requirements. Schedule is 8:00 to 4:30 half hour lunch.

Duties and Responsibilities

• Intake; On-Spot Inspections; Parts Ordering/Staging & Organization;
• Assist in quotations and daily job planning;
• Maintain Work-in Progress reporting;
• Follow up with employees regarding their scheduled jobs or assigned tasks;
• Liaise with customers, provide accurate updates on repair progress, communicating any delays or issues that may arise;
• Review, adjust, and verify employee timecards and submit to Service Manager and Accounting Manager for approval and payroll issuance;
• Open work orders and manage workflow from intake to invoice issuance;
• Source and order all parts ensuring accurate entry and posting to customer service orders;
• Prepare and process all service invoices, ensuring accuracy, professionalism and profitability with timely dispatch to customers for payment;
• Manage shop inventory and report at the end of each month to the Service Manger and/or Accounting Manager with updated inventory count;
• Return all parts understanding deadlines and vendor requirements;
• Timely entry of all vendor invoices to customer work orders;
• Customer required vendor and customer form completion;
• Organization and filing of CVI paperwork, ensuring compliance with Alberta Transportation requirements;
• Complete customer payments for COD customers;
• Housekeeping, keeping the Tool Room and Parts (Order Staging) shelving organized;
• Forward requests for tools for maintenance, replacement and inventory additions to Service Manager;
• Ensure that operations are performed with the utmost regard for the safety and health of all personnel and for promoting proper attitudes towards safety and health in themselves and in those they coordinate, reporting all incidents, damage and near-misses immediately;
• Other relatable duties as required.

Qualifications

• Parts and Procurement experience considered an asset

General understanding of mechanical systems and components for heavy-duty on-road trucks and off-road equipment required.

Ability to source, cross reference and find specialty parts required

• Grade twelve (12) Diploma or General Educational Diploma GED equivalency is required;
• Minimum of three (3) years experience as a Coordinator, Parts Person, or Service Writer in a Mechanical/Welding environment is preferred;
• Valid Class 5 Alberta Drivers License, along with a clean five (5) year abstract is required;
• Demonstrated ability to prioritize and organize job responsibilities in a fast-paced work environment;
• Must be decisive and work well under pressure particularly when faced with an unexpected occurrence or delay;
• Strong time management skills and ability to multitask;
• High attention to detail;
• Excellent interpersonal skills to build and maintain working relationships with supervision, co-workers and clients;
• Experience with using Microsoft office suite applications is considered an asset; and,
• Must have excellent communication skills in written and spoken English.

Problem Solving and Decision Making

Diversity creates a unique and challenging business environment. Resourcefulness and ingenuity will prove to be an asset.

Scope of Accountability

Tasks properly completed impact indirectly on cost containment, efficiency, or profitability of operations. Consequences of error are easily measured and can be confined.

Safety

As an employee, the incumbent is responsible and accountable for knowing and working in accordance with all Health, Safety & Environment HS&E Policies and Procedures. The incumbent must work in such a way as not to endanger himself or herself, fellow employees, the public or the environment.

Physical Demands & Working Conditions

• Ability to stand and walk for long periods of time, push/pull, bend, kneel and crouch occasionally;
• Ability to lift up to 50 pounds occasionally;
• Vision, hearing, speaking, eye-hand coordination is required;
• Work is performed in a repair shop and on customer sites;
• May be subject to exposure to hazardous chemicals and fumes common to Heavy Duty repair & Welding shops;
• You may also be exposed to loud noises, hot, cold, wet and dry weather conditions;
• You may be required to walk and travel on slippery, muddy and rough terrain
• Attention, reading, math, writing, and computer use is required; and,
• Where designated, Personal Protection Equipment PPE is required at all times.

Autonomy

Job duties are highly structured with infrequent but direct supervision through a process or task. Approaches to the work method are highly defined.

Performance Indicators

Upon successful completion of a six (6) month probationary period an Employee Performance Review EPR will be conducted. Future EPRs will be conducted on an annual basis.

Declarations

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.

Creative Industries Ltd. is committed to attracting, motivating and retaining an inclusive and diverse workforce. Creative Industries Ltd. is an equal opportunity employer and all qualified applicants will receive consideration for employment. Creative Industries Ltd. does not discriminate against applicants based on genders, races, national and ethnic origins, religions, ages, sexual orientation, marital and family status, and/or mental or physical disabilities.