Service Coordinator

About the Role

Reporting to the Shared Services Supervisor, the Service Coordinator is responsible for coordinating the administrative processes associated with Maintenance Work Orders from initiation through to completion and closure.

The Service Coordinator acts as a central point of coordination between service, planning, operations, finance, and support teams to ensure work orders progress efficiently and all documentation, approvals, and reporting requirements are completed accurately.

Key Responsibilities

Work Order Administration

• Coordinate Maintenance Work Orders from service request creation through repair execution and final closure.
• Review service requests to ensure scope, budget, and scheduling requirements align with approved quotations.
• Maintain accurate records and documentation throughout the work order lifecycle.
• Initiate and complete work order closure documentation in accordance with established processes and checklists.

Service Request Management

• Manage the Service Request process, including:
  • Account verification
  • Credit approval coordination
  • Review and application of marketing programs
  • Compilation of product service history
  • Service letters and Dealer Product Support results
• Ensure all required information and supporting documentation is complete and accurate before work begins.

Stakeholder Coordination

• Collaborate with internal departments to support work order execution and completion.
• Attend scheduling, pre-job, mid-job, and post-job meetings.
• Document meeting outcomes, capture action items, and maintain SMART action plans.
• Monitor and communicate commitment dates and status updates to key stakeholders.

Risk & Process Management

• Identify and communicate risks that may impact budget, schedule, or work order completion.
• Escalate concerns related to bid variances, rework requirements, documentation gaps, or schedule delays.
• Highlight potential business risks identified through service history reviews, repair details, or other findings.

Compliance & Documentation Control

• Coordinate site access requirements and training clearances for Service Technicians when required.
• Monitor completion of labour reporting, third-party billing, service reports, check sheets, parts returns, and core credit documentation.
• Follow up on outstanding items to ensure timely completion and compliance with business requirements.
• Support document control processes and ensure work order records are complete and audit-ready.

Qualifications

Preferred Education

• Degree or Diploma in Business, Administration, Accounting, or a related discipline is considered an asset.

Skills & Experience

• Strong administrative and coordination experience in a fast-paced environment.
• Excellent organization and time management skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Proven ability to manage multiple priorities and deadlines simultaneously.
• Solid understanding of project coordination principles, including scope, scheduling, budgeting, risk management, and stakeholder management.
• Experience with document control, billing processes, maintenance planning, repair administration, or work order management is considered an asset.
• Previous experience in a dealership, maintenance, construction, service administration, or project coordination environment is preferred.
• Advanced proficiency with Microsoft Office applications, particularly Excel and Outlook.

Why Join Us?

• Compressed work week – enjoy three days off every week.
• Stable, full-time in-office position in Edmonton.
• Opportunity to work with a collaborative and supportive operations team.
• Play a key role in ensuring operational excellence through strong administration and process coordination.
• Fast-paced environment with opportunities to develop coordination and project management skills.

If you are highly organized, thrive in administrative coordination roles, and enjoy supporting operational teams through accurate documentation and process management, we encourage you to apply for the Service Coordinator position today.