The Maintenance Admin is responsible for coordinating and maintaining the administrative records associated with the company’s fleet of cranes, trucks, trailers, support vehicles, and other equipment. This role supports the Maintenance and Operations teams by ensuring maintenance documentation is complete, organized, current, and readily available. The Maintenance Admin will coordinate preventative maintenance records, repair documentation, inspection reports, equipment files, service histories, certifications, and related paperwork to help ensure fleet equipment is properly maintained and documentation requirements are met.
Key Responsibilities
Maintenance Document Control
Coordinate and maintain preventative maintenance schedules for fleet equipment.
Track upcoming maintenance requirements, inspections, servicing, and repairs.
Follow up with mechanics, supervisors, operators, and vendors regarding outstanding maintenance documentation.
Ensure completed maintenance work is properly documented and entered into company records.
Maintain accurate service and repair histories for each piece of equipment.
Track equipment downtime, repair status, and return-to-service documentation.
Fleet Equipment Files
Maintain organized electronic and physical maintenance files for all fleet equipment.
Ensure each equipment file contains current and historical documentation
Scan, file, label, and archive maintenance documentation according to company filing standards.
Review equipment files regularly to identify missing or incomplete documentation.




Maintain consistent naming conventions and electronic filing structures.
Parts & Purchasing Administration
Coordinate with Accounting to ensure invoices are coded to the correct equipment unit or maintenance category.
Equipment Records & Reporting
Maintain an accurate fleet equipment list including unit numbers, serial numbers, VINs, equipment descriptions, and other relevant information.
Update fleet records when equipment is purchased, transferred, sold, or retired.
General Administrative Support
Provide general administrative support as needed
Ensure confidential company and equipment information is handled appropriately.
Qualifications
Previous administrative, fleet, equipment, transportation, construction, or maintenance-related experience is preferred.
Strong organizational and document-control skills.
High attention to detail and accuracy.
Ability to manage multiple deadlines and follow up on outstanding items.
Robust computer skills, including Microsoft Outlook, Excel, Word, and electronic filing systems.
Comfortable working with technical equipment documentation and learning equipment terminology.
Ability to work independently while supporting multiple departments.
Exceptional organization and filing skills
Strong attention to detail
Deadline and expiry-date management
Recordkeeping and document control
Follow-up and task coordination
Professional written and verbal communication
Ability to prioritize competing demands
Strong Excel and data-entry skills
Problem-solving and initiative
Ability to maintain accurate and confidential records

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📌 Maintenance Admin - Nisku (Alberta)
🏢 Yourchamber
📍 Alberta