Shop Administrator
Company: Wheelchair Accessible Transit Inc.
Location: In Person – Shop
Employment Type: Full-Time
About the Position
Wheelchair Accessible Transit Inc. is looking for a reliable, organized, and hands-on Shop Administrator to support the day-to-day administrative operations of our transportation shop.
This position is ideal for someone who enjoys a mix of office administration and hands-on coordination. The successful candidate will help keep the shop organized and running efficiently, assist with scheduling and transportation administration, coordinate documentation, and handle various errands and government-related tasks such as MTO requirements, stickers, permits, and insurance documentation.
The successful candidate must be comfortable working independently, staying organized, communicating with drivers and management, and handling multiple tasks throughout the day.
Key ResponsibilitiesScheduling & Transportation Administration
- Assist with daily and weekly scheduling of drivers and vehicles.
- Help coordinate driver availability, coverage, and schedule changes.
- Communicate schedule updates and operational information to drivers and management.
- Maintain accurate records of driver and vehicle information.
- Assist with tracking vehicle maintenance, inspections, licensing, and required documentation.
- Help ensure required transportation and vehicle paperwork is completed and up to date.
MTO, Licensing & Compliance
- Assist with MTO-related administrative requirements.
- Coordinate the pickup and delivery of vehicle stickers, permits, plates, and other required documents.
- Maintain organized records of vehicle licensing and compliance documentation.
- Assist with arranging required inspections and appointments.
- Follow up on outstanding documentation and deadlines.
Insurance Administration
- Assist with maintaining vehicle and company insurance documentation.
- Communicate with insurance providers when required.
- Collect and organize insurance certificates, policy documents, claims information, and related paperwork.
- Ensure insurance documentation is properly filed and up to date.
General Office Administration
- Answer phones and respond to emails and general inquiries.
- Maintain organized electronic and paper filing systems.
- Prepare, scan, print, photocopy, and organize documents.
- Enter information into company systems and spreadsheets.
- Assist management with administrative tasks and special projects.
- Order office and shop supplies as required.
- Maintain accurate records and documentation.
Shop Support
- Act as an administrative point of contact between the office, shop, drivers, and management.
- Assist with coordinating vehicle-related paperwork and service appointments.
- Track vehicle documents, maintenance records, and other shop-related information.
- Complete occasional local errands, including picking up stickers, permits, documents, parts, or other items.
- Help maintain an organized and efficient shop office.
Qualifications & Skills
- Previous experience in office administration, transportation administration, dispatch, or a similar role is an asset.
- Strong organizational and time-management skills.
- Excellent attention to detail.
- Comfortable working independently and managing multiple priorities.
- Strong communication and interpersonal skills.
- Comfortable communicating with drivers, management, vendors, government offices, and insurance providers.
- Good computer skills, including Microsoft Office and Excel.
- Ability to maintain accurate records and handle confidential information.
- Valid driver's licence is an asset and may be required for occasional company errands.
- Previous experience with MTO, vehicle licensing, insurance, or transportation administration is an asset.
What We're Looking For
We're looking for someone who is dependable, organized, proactive, and willing to help wherever needed.
This is a hands-on administrative role. The successful candidate should be someone who doesn't need to be told about every task—they can identify what needs to be done, follow up on outstanding items, keep paperwork organized, and make sure the shop and office continue to run smoothly.
Experience in the transportation industry is an asset, but training will be provided for company-specific processes and procedures.
Work Environment
- Work location: In person at the company shop
- Fast-paced transportation environment
- Regular interaction with drivers, mechanics, management, vendors, and external organizations
- Combination of office-based administrative work and occasional local errands
Compensation
Pay: Competitive, based on experience
Schedule: Full-time, Monday–Friday
Pay: $45,000.00-$50,000.00 per year
Work Location: In person
