Temporary Service Administrator

We are currently seeking an organized and detail-oriented individual to join us for the position of Temporary Service Administrator based out of our Saint John, NB location. 

The duration of this contract is expected to be approximately 3 months. The ideal candidate will bring a positive attitude, strong organizational skills, a willingness to learn, and a keen eye for detail. This role will provide administrative support to our inspection and service operations, with a focus on work order processing, service coordination, customer communication, and maintaining accurate records. 

RESPONSIBILITIES 

Create, process, and close work orders and service orders, ensuring all required parts, labour, inspection results, and service notes are accurately documented. 

Review inspection paperwork, service documentation, and completed work orders to verify accuracy, completeness, and compliance with company procedures. 

Prepare quotations for replacement equipment, repairs, and related services, and follow up with customers as required. 

Communicate with customers to obtain purchase order (PO) numbers and confirm appropriate authorization before service work begins. 

Coordinate and administer third-party inspections, certifications, and compliance-related services, ensuring requirements are completed within established timelines. 

Source and procure parts and materials required to support inspection, repair, and certification activities. 

Maintain and update customer contact information and inspection records within the inspection database. 

Perform ongoing data entry, record validation, data cleanup, and system updates to maintain database accuracy and integrity. 

Maintain organized service records, certification documentation, and customer compliance history to support the inspection team. 

Assist with improving administrative processes and maintaining accurate records to support operational efficiency. 

Perform other duties as assigned. 

QUALIFICATIONS  

2–3 years of administrative experience required, preferably in a service, safety, industrial, or compliance-related environment is required. 

Base understanding of rigging, lifting equipment, fall protection equipment, or inspection services would be considered an asset. 

Strong organizational skills and effective time management. 

Excellent written and verbal communication skills. 

High attention to detail and accuracy when handling records, data, and documentation. 

Ability to manage multiple tasks, prioritize workload, and meet established deadlines. 

Strong problem-solving skills and a proactive approach to completing tasks. 

Ability to follow written instructions, documented procedures, and established company standards. 

Ability to work independently and collaboratively as part of a team. 

Experience using inspection management software, ERP systems, or asset tracking databases is considered an asset. 

Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams is required. 

In accordance with provincial wage transparency requirements, the expected base compensation for this position is $18.00-$23.00/hr (or more) depending on experience, technical competencies, certifications, and qualifications,