The Maintenance Administrator supports the efficient operation of maintenance activities across multiple locations by coordinating inventory management, procurement, records administration, warranty tracking, and maintenance documentation to ensure fleet reliability, regulatory compliance, and operational effectiveness.
Knowledge and Experience:
- Minimum 2 years of experience in administration, inventory control, maintenance support, procurement, or a related field.
- Experience managing inventory, stock levels, purchasing processes, and supplier relationships.
- Experience with shipping, receiving, and logistics coordination.
- Proficiency with Microsoft Office applications and computerized inventory or maintenance management systems.
- Experience maintaining accurate records and documentation in a fast-paced operational environment.
- Customer service and administrative experience preferred.
- Valid driver's license and ability to travel between Terrace, Kitimat, and Prince Rupert locations as required.
- Ability and willingness to work a rotating schedule that includes Saturdays based on operational requirements.
- Flexibility to adjust work schedules to support maintenance operations and business needs.
Skills:
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
- Effective verbal and written communication skills.
- Ability to establish and maintain positive working relationships with maintenance personnel, suppliers, and internal stakeholders.
- Ability to prioritize multiple tasks and manage competing deadlines with minimal supervision.
- Strong analytical and problem-solving skills.
- Proficiency in data entry, record management, and reporting.
- Commitment to safety, accountability, and continuous improvement.
Key Accountabilities:
Inventory and Materials Management
- Manage inventory for multiple maintenance facilities in Northwest British Columbia.
- Monitor stock levels and maintain appropriate inventory quantities to support maintenance operations.
- Conduct inventory tracking, reconciliation, and record maintenance to ensure accuracy.
- Coordinate shipping and receiving activities for maintenance parts and materials.
- Investigate inventory discrepancies and implement corrective actions.
- Support cost-effective inventory management practices.
Procurement and Vendor Coordination
- Order parts, tools, and maintenance-related supplies required for operations.
- Generate and track purchase orders to ensure timely procurement and delivery.
- Communicate with vendors regarding pricing, availability, warranties, and order status.
- Purchase office and shop supplies as required across operating locations.
- Support vendor performance tracking and issue resolution.
Maintenance Administration
- Review completed maintenance work orders for completeness and accuracy.
- Maintain electronic maintenance files and documentation.
- Ensure maintenance records are complete, organized, and readily accessible.
- Assist maintenance leadership with data collection and reporting requirements.
- Support compliance with company policies and maintenance procedures.
Warranty and Asset Tracking
- Monitor and administer warranty programs for parts and vehicle components.
- Track warranty claims and coordinate recovery opportunities with suppliers.
- Maintain records related to vehicle and component repairs and warranty activity.
- Ensure supporting documentation is retained and accurately filed.
Fleet Data and Reporting
- Maintain records relating to vehicle mileage, fuel usage, repair history, and maintenance expenditures.
- Generate reports to support operational, financial, and maintenance decision-making.
- Analyze information for accuracy and identify discrepancies as required.
- Support audits and management reporting initiatives.
Operational Support
- Provide administrative support to maintenance operations across Terrace, Kitimat, and Prince Rupert.
- Travel between locations as required to support operational needs.
- Assist in implementing process improvements that enhance efficiency and service delivery.
- Support special projects and additional administrative tasks assigned by management.
Compensation and Benefits
- Hourly wage: $27.50 to $29.00 per hour (depending on experience)
- Comprehensive Sun Life benefits package
About Keolis: Keolis provides mobility to over 3.4 billion passengers annually across 15 countries, operating everything from commuter trains and automated metros to shared bicycles. In Canada, Keolis employs nearly 1,857 people who operate light rail vehicles, urban buses, intercity coaches, and airport shuttles. With the recent acquisition of Pacific Western’s Transit and Motorcoach divisions, Keolis has officially expanded into Western Canada, bringing global expertise and a fresh commitment to safe, reliable, and passenger-focused service across Alberta and British Columbia. Each year, Keolis Canada helps over 12 million passengers reach their destinations smoothly and safely.
