Truck Maintenance Administrator

Location: Mississauga, Ontario

Position Type: Full-Time

Department: Maintenance

Reports To: Maintenance Manager

About Galaxy Freightline

Galaxy Freightline Inc. is a growing, asset-based transportation company providing LTL and FTL transportation services across Canada. Our fleet plays a critical role in our ability to provide reliable service to our customers, and we are looking for a highly organized and detail-oriented Truck Maintenance Administrator to support the day-to-day administration and coordination of our fleet maintenance operations.

Position Overview The Truck Maintenance Administrator will be responsible for coordinating and administering the maintenance workflow for Galaxy Freightline's tractors, trailers, and equipment.

This position will work closely with the Maintenance Manager, mechanics, drivers, Operations, Safety & Compliance, and outside repair vendors to ensure that repairs and preventative maintenance are scheduled, completed, documented, and properly closed out.

The successful candidate will have solid organizational skills, excellent attention to detail, and the ability to manage multiple maintenance requirements at the same time. They will be responsible for keeping maintenance records accurate and ensuring that work orders do not remain open unnecessarily.

This is an excellent opportunity for someone with transportation, fleet, truck shop, or automotive service experience who enjoys coordinating people, information, parts, and processes.

Key Responsibilities

Maintenance Scheduling & Coordination

- Coordinate and schedule preventative maintenance for tractors, trailers, and other fleet equipment.
- Monitor upcoming maintenance requirements and ensure inspections, services, and repairs are scheduled before they become overdue.
- Coordinate repair appointments with internal mechanics and outside repair facilities.
- Work with Operations to coordinate equipment availability and minimize downtime.
- Track equipment that is down for repairs and provide regular updates on expected completion times.
- Prioritize maintenance requirements based on safety, urgency, equipment availability, and operational requirements.
- Coordinate emergency and breakdown repairs with outside vendors when required.
- Maintain an accurate maintenance schedule and ensure all required work is tracked.

Work Order Administration

- Open and maintain work orders for repairs, preventative maintenance, inspections, and other shop work.
- Ensure mechanics document work completed, parts used, labour, and any additional repair requirements.
- Review completed work orders for accuracy and completeness.
- Follow up on incomplete work orders and ensure they are properly closed.
- Ensure all applicable invoices are received, matched to work orders, and processed appropriately.
- Review vendor invoices for accuracy and discrepancies before submitting for approval.
- Maintain accurate records of maintenance costs by unit.
- Ensure warranty work and warranty credits are properly documented and followed up on.
- Maintain organized maintenance documentation for all equipment.

Parts Inventory & Purchasing





- Monitor and maintain inventory levels for commonly used truck and trailer parts, shop supplies, and consumables.
- Identify parts that need to be replenished and coordinate purchasing.
- Source parts from suppliers and compare pricing, availability, and delivery times.
- Obtain quotes where appropriate and negotiate pricing with suppliers.
- Establish and maintain relationships with parts suppliers and vendors.
- Track parts ordered, received, issued, and returned.
- Ensure parts purchased are properly assigned to the appropriate work order or inventory account.
- Monitor inventory for obsolete, slow-moving, or excess parts.
- Work with the Maintenance Manager to identify opportunities to reduce parts and repair costs.

Vendor Management

- Coordinate with outside repair facilities, dealerships, parts suppliers, tire vendors, and other maintenance-related vendors.
- Request estimates and quotes for repairs when required.
- Compare vendor pricing and service options.
- Track outstanding repairs and vendor commitments.
- Ensure completed work is supported by appropriate documentation and invoicing.
- Escalate pricing discrepancies, delays, or service issues to the Maintenance Manager.

Preventative Maintenance & Compliance Support

- Monitor preventative maintenance intervals and ensure services are scheduled on time.
- Track annual inspections, safety inspections, PM services, and other required maintenance activities.
- Assist the Maintenance Manager with maintaining accurate maintenance records.
- Ensure required documentation is filed and readily available for audits or internal review.
- Identify recurring maintenance issues and bring them to the attention of the Maintenance Manager.
- Assist with tracking maintenance-related KPIs, costs, downtime, and equipment reliability.

Communication & Internal Support

- Communicate equipment status and repair timelines to Operations and other internal departments.
- Work closely with Dispatch and Operations to coordinate equipment availability.
- Communicate with drivers regarding maintenance appointments and equipment requirements when appropriate.
- Provide the Maintenance Manager with regular updates on open repairs, parts orders, equipment downtime, and outstanding invoices.
- Assist with reporting on maintenance expenses and fleet repair trends.

Qualifications

- 2+ years of experience in transportation, fleet maintenance, truck repair, automotive service, or a related administrative/coordinating role preferred.
- Experience with Samsara and Transplus Fleet Manager is an asset.
- Experience working in a trucking or fleet environment is considered a strong asset.
- Strong organizational and time-management skills.
- Excellent attention to detail.




- Strong communication and interpersonal skills.
- Ability to manage multiple priorities in a fast-paced transportation environment.
- Strong computer skills and experience working with maintenance, fleet, ERP, or transportation management systems.
- Comfortable working with invoices, purchase orders, work orders, and vendor documentation.
- Strong problem-solving and follow-up skills.
- Ability to work independently while also working closely with mechanics, management, and Operations.
- Strong ability to prioritize urgent repairs while maintaining preventative maintenance schedules.
- Knowledge of truck and trailer parts and maintenance terminology is an asset.

What We're Looking For The ideal candidate is someone who takes ownership. This is not simply a data-entry or administrative position. We need someone who will look at the maintenance schedule, identify what needs to happen, follow up with the appropriate people, and make sure the job gets completed and properly documented. You should be comfortable asking questions, following up when something is outstanding, comparing prices, and identifying opportunities to improve the way our maintenance department operates.

Experience in a truck shop, fleet environment, dealership, transportation company, or parts department would be highly beneficial.

Why Join Galaxy Freightline?

- Join a growing Canadian transportation company.
- Work closely with an experienced Maintenance Manager and fleet maintenance team.
- Play an important role in improving fleet reliability and reducing equipment downtime.
- Opportunity to help develop and improve maintenance processes as the company continues to grow.
- Competitive compensation based on experience.
- Full-time position with opportunities for growth within the organization.

How to Apply If you are organized, detail-oriented, and have experience coordinating maintenance, repairs, parts, or fleet operations, we would like to hear from you.

Please submit your resume outlining your relevant experience and qualifications.

Pay: $45,000.00-$60,000.00 per year

Benefits

- Casual dress
- Dental care
- On-site parking
- Paid time off

Ability to commute/relocate:
- Mississauga, ON L4W 1J2: reliably commute or plan to relocate before starting work (preferred)

Application question(s):
- How many years of experience do you have working with heavy-duty trucks and trailers in a fleet or transportation environment?
- What experience do you have scheduling preventative maintenance, repairs, inspections, and other maintenance requirements for heavy-duty trucks and trailers?
- What experience do you have managing truck/trailer work orders, parts purchasing, parts inventory, and repair invoices?
- A tractor is down for a repair and the shop advises that parts will not arrive for several days. How would you manage the repair and communicate the situation to Operations?
- Tell us about a time you were able to reduce the cost or downtime associated with a heavy-duty truck or trailer repair. What did you do?

Experience:
- heavy-duty trucks and trailers fleet maintenance: 2 years (required)

Work Location: In person

📌 Fleet Maintenance Administrator (Mississauga)
🏢 Galaxy Freightline
📍 Mississauga