Coordinator, Maintenance Administration

Bison Transport•Winnipeg, MB

About The Position

The Coordinator, Maintenance Administration is responsible for providing administrative support for the Maintenance Department. Primary duties include managing PO’s by reviewing vendor invoices, tiffing and updating Repair Orders for accuracy, billing Owner Operators and Third Party vendors as well as, helping manage the flow of Tire related transactions. Attention to detail, excellent organization and time management skills are essential for being successful.

Requirements

Previous experience in an administrative, coordination, or billing role, preferably within maintenance, transportation, logistics, or fleet operations
Demonstrated experience managing purchase orders, invoices, and billing processes with a high level of accuracy
Strong organizational, time management, and problem‑solving skills with the ability to manage multiple priorities
Proven ability to work effectively in a fast‑paced, high‑volume environment
Excellent written and verbal communication skills for working with vendors, drivers, Owner Operators, and internal teams
Proficiency in Windows and Microsoft Office (Excel, Outlook, Word)
Ability to build effective working relationships, particularly with Accounting and external vendors
High attention to detail with a strong focus on cost accuracy and process compliance

Responsibilities

Create Repair Orders daily for tire services performed
Review & Process all Tire Invoices for payment and ensure our National Pricing is being followed (Goodyear, Michelin, Bridgestone, Continental, Fountain, Kal Tire)
Create and process purchase orders for yard checks, driver requests, O/O, vendor requests and retread orders
Request and provide pictures for accident work orders when necessary
Liaison for all tire billing opportunities
Responsible for ensuring targets are met and held for PO’s from open to complete status
Actively look for accuracy of invoices and identify savings opportunities
Action PO Exception Viewer weekly
Develop good working relationship with Accounting personnel
Help set-up new Vendor accounts
Responsible for the entire billing process for all Owner Operators and Third partner carriers
Create invoices – Checking SRT times when invoicing owner / lease operators
Email Drivers when invoices due and monitor outstanding payments
Assist Drivers with payment options through payroll
Maintain a close working relationship with accounting in all aspects of billing and the flow of payments.
Breakdown Maintenance Coordinator support, as needed
Engage in other projects and job related activities as necessary including Corporate initiatives