Parts And Service Coordinator - Heavy Equipment

About the RoleWe’re looking for an organized, detail-oriented, and motivated Parts & Service Coordinator to support the daily operations of our heavy equipment maintenance department. In this role, you’ll source parts, coordinate outside repairs, track warranties, and keep maintenance records accurate and up to date, all to minimize downtime and keep our fleet running efficiently.
What You’ll DoParts Procurement & Inventory
Source and purchase OEM and aftermarket parts, lubricants, filters, and shop supplies, comparing suppliers for the best value
Maintain a parts purchasing log and a reference database of commonly purchased parts
Monitor inventory levels and replenish stock as needed
Track orders and backorders, follow up with suppliers, and keep shop management and mechanics informed of delivery timelines
Receive and verify incoming parts, and manage returns, exchanges, and supplier credits
Complete local parts pickups as required
Service & Maintenance Coordination
Coordinate outside repairs and schedule inspections and preventative maintenance for shop equipment, including overhead cranes and lifting equipment
Track equipment sent to vendors and dealerships, monitoring repair status, costs, and completion dates
Maintain records of major component repairs and replacements (engines, transmissions, hydraulic pumps, final drives, etc.), including serial numbers and warranty details
Work Orders & Documentation
Ensure mechanics open, complete, and close work orders in a timely manner
Follow up on incomplete inspections, checklists, and service documentation
Support management with maintenance reporting, parts tracking, and repair history inquiries
Help maintain accurate labour, parts, and outside repair records
Warranty & Vendor Management
Maintain warranty records for equipment, parts, and components
Identify potential warranty coverage before authorizing repairs or purchases
Coordinate and follow up on warranty claims with dealerships, manufacturers, and suppliers
Build and maintain strong relationships with suppliers and service providers
What You BringRequired
5+ years experience in a heavy equipment repair shop, dealership, or similar maintenance environment
Working knowledge of heavy equipment parts, components, and repair processes
Experience sourcing and purchasing OEM and aftermarket parts
Proficiency in Microsoft Office, particularly Excel
Experience with inventory management, computerized maintenance, or parts tracking software
Strong organizational skills and the ability to manage multiple priorities and follow up on outstanding items
Excellent communication skills and strong attention to detail
Valid Ontario Class G driver’s licence
Preferred
Experience with manufacturers such as Caterpillar, Komatsu, Volvo, John Deere, or Liebherr
Familiarity with electronic parts catalogues and OEM dealer systems
Knowledge of warranty administration and outside repair coordination
Prior experience as a parts coordinator, parts advisor, service coordinator, or maintenance administrator
Who You AreYou’re proactive, dependable, and highly organized. You’re comfortable in a busy shop, communicating directly with mechanics and suppliers, and you take ownership of orders, repairs, and documentation. You understand the importance of controlling maintenance costs and minimizing downtime, and you follow through on tasks without constant supervision.
Position Requirements
Full-time, on-site at our heavy equipment maintenance facility
Ability to work independently and manage competing priorities
Willingness to perform local parts pickups and other related duties
Ability to collaborate with shop personnel, management, and external vendors
Hours are 9:00m to 5:00pm
Salary range for this role will range between $75,000 - $85,000 annually based on experience
As part of our Group of Companies’ recruitment and selection process, we don’tutilizeArtificial Intelligence (AI) for candidate screening.
The Company is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Company is also committed to providingaccommodationsfor people with disabilities. If you requirean accommodation, we will work with you to meet your needs.
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