Job Overview

We are seeking a highly organized, detail-oriented individual to support our Service and Parts Department. This role is ideal for someone who enjoys coordinating customer requests, managing orders, maintaining accurate records, and providing exceptional customer service. The successful candidate will bring strong administrative and communication skills, the ability to manage multiple priorities, and an interest in working within a high-tech manufacturing environment. Technical aptitude or previous experience in a manufacturing environment is an asset but not required.

Duties

Customer Service & Administration

- Respond to customer inquiries regarding parts, quotations, orders, pricing, and delivery timelines.

Order Processing & Coordination

- Coordinate customer orders from initial request through fulfillment and delivery.
- Monitor order status, track outstanding items, and follow up on delivery timelines.
- Collaborate with internal departments, including Purchasing, Production, Engineering, Service, and Shipping, to ensure efficient order processing.

Inventory & Records Management

- Maintain accurate customer, order, pricing, and inventory information in the company's ERP system.
- Assist with parts tracking, inventory records, and documentation.
- Ensure accurate and timely data entry, recordkeeping, and administrative follow-through.

Purchasing & Shipping Support

- Assist with supplier inquiries, pricing requests, purchase orders, and delivery coordination.
- Coordinate shipping documentation, tracking information, and order confirmations.
- Follow up with suppliers and internal teams to support timely order fulfillment.

Documentation & Process Improvement

- Maintain organized service records, parts information, and supporting documentation.
- Assist with updating departmental documents and administrative procedures.
- Identify opportunities to improve administrative processes, accuracy, and customer service.




- Prepare quotations, process purchase orders, and maintain accurate customer records and documentation.
- Provide timely follow-up to customers, ensuring a positive customer experience.

Skills

- Post-secondary education in Business Administration, Supply Chain Management, Office Administration, or a related field, or an equivalent combination of education and experience.
- 2–5 years of experience in administration, customer service, order processing, purchasing, or a similar coordination role.
- Experience working with ERP, CRM, inventory management, or order processing systems.
- Proficiency in Google Workspace or similar office productivity software.
- Strong organizational skills with excellent attention to detail and accuracy in data entry, documentation, and recordkeeping.
- Excellent written and verbal communication skills, with a qualified and customer-focused approach.
- Ability to manage multiple priorities, meet deadlines, and follow through on tasks independently.
- Strong interpersonal skills and the ability to collaborate effectively with customers, suppliers, and internal departments.
- Experience in a manufacturing, industrial, or business-to-business (B2B) environment is considered an asset.
- Technical aptitude or familiarity with mechanical components, parts, or technical documentation is considered an asset but is not required.

Accessibility and Accommodation

Intlvac provides accommodation throughout recruitment and employment in accordance with applicable Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA). Essential duties and working conditions will be assessed individually, with accommodation to the point of undue hardship as required.

Pay: $25.00-$29.81 per hour

Expected hours: 40.0 per week

Benefits:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Service and Parts Administrator (Georgetown)
🏢 Intlvac
📍 Georgetown