MAINTENANCE & ASSET ADMINISTRATOR (MATERNITY LEAVE COVERAGE)

Temporary Full-Time Position (12–18 Month Maternity Leave Coverage) Location: Claystone  - Ryley Facility Reports To: Mechanic Supervisor and Mechanic Crew Lead

ABOUT THE ROLE

Claystone is seeking a highly organized and detail-oriented Maintenance & Asset Administrator to provide maternity leave coverage within our Mechanic Department.

This position acts as a key liaison between the Mechanic Supervisor, Mechanic Crew Lead, Director of Facilities, and Mechanic staff, while supporting the day-to-day operations of Claystone's Landfill, Compost Facility, Transfer Stations, and Safety Division.

Reporting to the Mechanic Supervisor and Mechanic Crew Lead, the Maintenance & Asset Administrator serves as the primary contact for maintenance work order administration and asset tracking. The successful candidate will support maintenance operations by coordinating work orders, maintaining equipment and asset records, managing procurement and inventory activities, and ensuring accurate data entry and reporting within Claystone's Enterprise Resource Planning (ERP) system, REFLEX.

This role is critical to ensuring the efficient maintenance, repair, and operation of Claystone's fleet, equipment, and facilities.

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KEY RESPONSIBILITIES

MAINTENANCE ADMINISTRATION

• Serve as the primary point of contact for maintenance work order creation and administration.
• Coordinate and maintain workflow within the REFLEX ERP system.
• Consult with mechanics regarding repair requirements, parts availability, and work order status.
• Communicate repair timelines, quotes, and maintenance priorities to the Mechanic Supervisor and Mechanic Crew Lead.
• Monitor and update preventative maintenance schedules and notifications.
• Track mechanic hours and assist with equipment scheduling.
• Update unit hours, mileage, and equipment utilization records within REFLEX.
• Communicate work order progress and completion status to management.

ASSET MANAGEMENT

• Maintain accurate asset profiles, unit information, repair histories, and service records.
• Monitor equipment usage and lifecycle information.
• Prepare and maintain equipment reports and customer unit records.
• Support data analysis and reporting related to fleet and equipment management.
• Update department operational boards and tracking systems.

INVENTORY, PROCUREMENT & VENDOR COORDINATION

• Manage inventory tracking and control for maintenance-related parts and supplies.
• Order, receive, and process procured parts from third-party vendors.
• Cross-reference parts used on work orders and maintain inventory accuracy.
• Process inventory transactions and issue parts for maintenance activities.
• Purchase PPE, office supplies, mechanic consumables, and shop materials.
• Manage PPE inventory including:
  • Coveralls and bibs
  • Winter gear
  • AED equipment and supplies
  • First Aid kit supplies
• Develop and maintain positive working relationships with vendors and suppliers.

COSTING & BILLING ADMINISTRATION

• Establish and maintain repair costing and billing records.
• Coordinate billing activities related to third-party repair work.
• Administer customer repair requests, including City of Edmonton tire repair services.
• Ensure accurate documentation of maintenance costs and vendor invoices.

ADMINISTRATIVE & OPERATIONAL SUPPORT

• Coordinate the timely flow of department paperwork and documentation.
• Provide software support for JPRO, Cummins, Detroit, and CAT diagnostic programs.
• Assist with scale coverage as required.
• Support departmental filing, recordkeeping, and reporting requirements.
• Coordinate department laundry services and related inventory.
• Perform additional duties as assigned by the Mechanic Supervisor or Mechanic Crew Lead.

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QUALIFICATIONS & EXPERIENCE

REQUIRED QUALIFICATIONS

• High School Diploma (Grade 12).
• Post-secondary education in Office Administration, Business Administration, Supply Chain Management, Asset Management, or a related field is considered an asset.
• Valid Class 5 Driver's Licence.
• Minimum 2 years of administrative experience in a maintenance, fleet, equipment, industrial, transportation, or similar environment.

PREFERRED EXPERIENCE

• Experience in heavy equipment, fleet maintenance, trucking, municipal operations, or related industries.
• Experience with ERP, CMMS, fleet management, or asset management software systems.
• Knowledge of inventory management, procurement, and warehouse procedures.
• Bookkeeping, finance, or accounting experience is considered an asset.

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KNOWLEDGE, SKILLS & ABILITIES

The successful candidate will demonstrate:

• Strong organizational and administrative skills.
• Excellent attention to detail and data accuracy.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Knowledge of parts inventory and warehouse procedures.
• Strong analytical and reporting skills.
• Ability to build positive and productive working relationships with employees, management, vendors, and contractors.
• Exceptional customer service and interpersonal skills.
• Ability to handle confidential information with professionalism and discretion.
• Strong verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Proficiency with Microsoft Office Suite, particularly Word, Excel, and Outlook.
• Ability to quickly learn internal systems and software applications.
• Strong problem-solving and decision-making abilities.

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WHY JOIN CLAYSTONE?

Claystone  provides essential environmental and waste management services to the communities we serve. This temporary opportunity offers the chance to join a collaborative team, contribute to critical fleet and maintenance operations, and gain valuable experience in asset and maintenance administration within a dynamic municipal environment.

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Interested applicants are encouraged to submit a resume and cover letter outlining their qualifications and experience.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.