Service Administrator

Job Title:
Service Administrator

Location:
Toronto, Ontario, Canada

Department:
Operations

Reports To:
Operations Director

About the Role

Jroberts Defence is seeking a detail-oriented Service Administrator to support the

seamless execution of our repair operations. This role is ideal for an organized

professional with strong administrative skills, a commitment to meeting deadlines,

and an ability to coordinate effectively between customers, technicians, and

internal teams.

As a Service Administrator, you'll prepare the documentation, support schedules,

coordinate material availability, and generate reports that keep repairs on track

and customers informed. You'll play a key role in ensuring customer requirements

are accurately captured, translated into actionable work instructions, and

delivered in line with quality and schedule expectations.

This position works closely with Jroberts technicians, project management, quality

assurance, and sales teams to maintain an efficient, transparent, and customer-

focused workflow.

Key Responsibilities

• Customer Coordination: Reporting to the Operations Director, engage with

customers in the defence, military automotive, and in-service support

sectors to confirm requirements, respond to inquiries, and prepare

quotations.

• Customer Support: Act as a key point of contact for clients by answering all

incoming inquiries in a timely, professional, and solution-oriented manner.

• Work Order Administration: Translate customer needs into clear work

instructions and distribute to internal teams to ensure repair accuracy and

schedule adherence.

• Process Oversight: Monitor repair status, identify potential delays or issues

affecting turnaround times, and coordinate with internal departments to

resolve them.

• Documentation Management: Prepare, maintain, and verify all required

documentation—including shipping forms, job records, and service

reports—to ensure traceability and compliance.

• Supply Chain Coordination: Obtain vendor quotations and track the

availability of materials, components, or parts required for ongoing repairs.

• Data and Reporting: Maintain real-time updates in work-in-process tracking

systems and generate weekly activity and performance reports.

• Meeting Support: Participate in production meetings, record minutes, and

follow up on assigned actions to ensure accountability and progress.

Requirements

Education & Experience

• University degree or diploma in Business Administration or a related

discipline.

• Minimum 5 years of experience in a manufacturing, maintenance, or repair

center environment, ideally in a customer-facing or coordination capacity.

• Proven experience managing work orders, schedules, and reporting within

a technical or engineering environment.

• Prior exposure to the defence, military automotive, or in-service support

sectors is a strong asset.

Skills & Competencies

• Excellent organizational and administrative skills with a focus on accuracy

and efficiency.

• Strong interpersonal and communication abilities for effective

collaboration across departments and with customers.

• Skilled in Microsoft Office 365, particularly Excel, for reporting and data

management.

• Demonstrated time management skills and ability to balance multiple

priorities in a fast-paced environment.

• Proactive, resourceful, and committed to maintaining process continuity and

customer satisfaction.

Why Join Us

At Jroberts Defence, you'll join a forward-thinking team dedicated to operational

excellence, innovation, and customer success. This is an opportunity to take

ownership of the service coordination process, ensuring that each repair moves

smoothly from initiation to delivery while supporting mission-critical clients in the defence and military automotive sectors.