Parts and Service Coordinator - Heavy Equipment

For three generations, Condrain has furthered the principles of hard work, integrity and equality.

We have both an economic and environmental responsibility to adapt and lead. Continuing to support the communities in which we build with over 500 employees and the industry’s largest fleet of equipment, Condrain’s solutions encompass the Greater Toronto Area and Ontario. We extend to people the same care, understanding and respect we show the environment. Business is led with an unwavering commitment to transparency. This allows us to be ethically sound, dutiful and adaptable, to the needs of our environment and our communities.

About the Role

We’re looking for an organized, detail-oriented, and motivated Parts & Service Coordinator to support the daily operations of our heavy equipment maintenance department. In this role, you’ll source parts, coordinate outside repairs, track warranties, and keep maintenance records accurate and up to date, all to minimize downtime and keep our fleet running efficiently.

What You’ll Do

Parts Procurement & Inventory

Source and purchase OEM and aftermarket parts, lubricants, filters, and shop supplies, comparing suppliers for the best value

Maintain a parts purchasing log and a reference database of commonly purchased parts

Monitor inventory levels and replenish stock as needed

Track orders and backorders, follow up with suppliers, and keep shop management and mechanics informed of delivery timelines

Receive and verify incoming parts, and manage returns, exchanges, and supplier credits

Complete local parts pickups as required

Service & Maintenance Coordination

Coordinate outside repairs and schedule inspections and preventative maintenance for shop equipment, including overhead cranes and lifting equipment

Track equipment sent to vendors and dealerships, monitoring repair status, costs, and completion dates

Maintain records of major component repairs and replacements (engines, transmissions, hydraulic pumps, final drives, etc.), including serial numbers and warranty details

Work Orders & Documentation

Ensure mechanics open, complete, and close work orders in a timely manner

Follow up on incomplete inspections, checklists, and service documentation

Support management with maintenance reporting, parts tracking, and repair history inquiries

Help maintain accurate labour, parts, and outside repair records

Warranty & Vendor Management

Maintain warranty records for equipment, parts, and components

Identify potential warranty coverage before authorizing repairs or purchases

Coordinate and follow up on warranty claims with dealerships, manufacturers, and suppliers

Build and maintain strong relationships with suppliers and service providers

What You Bring

Required

5+ years experience in a heavy equipment repair shop, dealership, or similar maintenance environment

Working knowledge of heavy equipment parts, components, and repair processes

Experience sourcing and purchasing OEM and aftermarket parts

Proficiency in Microsoft Office, particularly Excel

Experience with inventory management, computerized maintenance, or parts tracking software

Strong organizational skills and the ability to manage multiple priorities and follow up on outstanding items

Excellent communication skills and strong attention to detail

Valid Ontario Class G driver’s licence

Preferred

Experience with manufacturers such as Caterpillar, Komatsu, Volvo, John Deere, or Liebherr

Familiarity with electronic parts catalogues and OEM dealer systems

Knowledge of warranty administration and outside repair coordination

Prior experience as a parts coordinator, parts advisor, service coordinator, or maintenance administrator

Who You Are

You’re proactive, dependable, and highly organized. You’re comfortable in a busy shop, communicating directly with mechanics and suppliers, and you take ownership of orders, repairs, and documentation. You understand the importance of controlling maintenance costs and minimizing downtime, and you follow through on tasks without constant supervision.

Position Requirements

Full-time, on-site at our heavy equipment maintenance facility

Ability to work independently and manage competing priorities

Willingness to perform local parts pickups and other related duties

Ability to collaborate with shop personnel, management, and external vendors

Hours are 9:00m to 5:00pm

Salary range for this role will range between $75,000 - $85,000 annually based on experience

As part of our Group of Companies’ recruitment and selection process, we don’t utilize Artificial Intelligence (AI) for candidate screening.

The Company is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Company is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.