Shop Administrator

Location: Edmonton, AB, Canada

Career Number: 3770

Date Posted:

Got ideas? We want them.

Looking for a rewarding challenge?

As a privately owned company, with innovation as a core value, DFI has the unique ability to provide you with experiences that put your ideas into action.

Over the past 50+ years, the relentless pursuit of excellence and self sufficiency has led DFI to grow from a small, one-truck operation into a multi-national company that works across the globe delivering world-class products and services across a vast array of industries.

Our own independent ERW pipe mill, our 54-acre storage yard, 200,000 square feet of shop space (featuring overhead cranes, vehicle exhaust extraction, and mechanic pits), our in-house engineers, our custom-built cranes, and internal international opportunities are all examples of what proudly sets us apart.

We recognize that none of the above could be achieved without a world class workforce, so let us invest in you.

Join our team.

The Shop Administrator supports the daily operations of the truck and equipment maintenance facility by coordinating inspections, maintaining compliance records, managing service documentation, and assisting management with administrative and reporting needs. This role ensures all maintenance, safety, and facility records are accurate, up to date, and compliant with internal and regulatory requirements.

Benefits:

• Comprehensive Health and Dental plan
• RRSP Matching
• Employee Referral Program
• Professional Development Allowance
• Employee preferred fuel pricing program
• Career advancement opportunities
• Employee Assistance Program
• Employee discounts at participating vendors

• Coordinate annual OH crane and rigging yearly inspections.
• Schedule and maintain records for annual NDT (Non-Destructive Testing).
• Track and report upcoming CVIP (Commercial Vehicle Inspection Program) and other annual inspection dates.
• Input and file completed CVIP documentation accurately in both our PACT system and paper files
• Schedule and record third-party service work (e.g., glass, tire repair, calibration, etc.).
• Build and maintain vender support contact list
• Maintain and update PACT, maintenance, and equipment files.
• Enter data to build parts lists in PACT
• Equipment spec sheets
• Enter work orders and ensure all service and inspection data is current in relevant systems.
• Pull and prepare records or reports for management, audits, or facility needs.
• Assist with report generation, meeting minutes, and general data entry as required.
• Keep all departments and locations up to date with upcoming inspections
• Keep all warranty info up to date for necessary equipment
• Enter and help schedule Recall notifications
• Administrative support for all shop facility needs
• Manage the coverall program, including ordering, tracking, assigning, and reporting associated costs.
• Oversee locker room assignments and organization.
• Manage general office operations, including supplies, files, and documentation control.
• Support facility training and onboarding activities when required.
• Respond to and manage walk-in requests from employees, contractors, or vendors.
• Help with shop inventory as needed
• Assist management with ad hoc tasks, reporting, and coordination needs.
• Participate in facility meetings and provide administrative follow-up as required.

• High school diploma or equivalent (post-secondary education in administration or business preferred).
• 2+ years of experience in an administrative, maintenance, or fleet operations environment.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and database entry systems.
• Knowledge of maintenance or inspection tracking systems (e.g., PACT, Fleet Management Software) considered an asset.
• Excellent communication and interpersonal skills.
• Ability to work independently and manage competing priorities in a busy shop environment.