Maintenance Administrator

Overview

At Morgan, we don’t just build projects, we build careers and futures! Join us as a MAINTENANCE ADMINISTRATOR and play a pivotal role in our dynamic world of heavy civil construction!

 

Work Location and Schedule:

• Polar Maintenance yard north of Fort McMurray
• 5/2 - 8 hour days or 4/3 10 hours days.
• Must have own transportation to get to site

 

What you'll do:

 

Reporting to the Lead Maintenance Coordinator you will be responsible for:

 

Job Overview:

 

The Maintenance Administrator is a site-based position located at Poplar Creek and is responsible for maintaining the accuracy, completeness, and timeliness of maintenance records within B2W. The role supports the PM Foreman and maintenance team by administering work orders, maintaining equipment records, collecting and managing maintenance documentation, and ensuring repair and preventative maintenance records are complete and up to date.

The position serves as the link between maintenance activities performed in the field and the records maintained in the system, ensuring documentation is captured at the source and entered accurately and promptly. By assuming administrative and documentation responsibilities, the Maintenance Administrator enables Maintenance Coordinators to focus on parts management, vendor coordination, and equipment downtime response.

 

Decision-Making Authority

 

The Maintenance Administrator is responsible for the accuracy, completeness, and timely maintenance of maintenance records and supporting documentation. The position does not independently approve repair work, authorize expenditures, approve vendor invoices, determine warranty eligibility, or direct maintenance activities unless specifically delegated by authorized management.

 

Daily Responsibilities

• Create, maintain, update, and close B2W work orders for preventative maintenance services, repair requests, and vendor repairs, ensuring all labour, parts, costs, and supporting documentation are accurately recorded.
• Collect preventative maintenance sheets, inspection forms, photographs, and supporting documentation from maintenance personnel and attach all records to the appropriate work order and equipment file.
• Open and maintain work orders for vendor repairs, save supporting documentation, and record vendor costs against the correct equipment unit and work order.
• Assist with camp accommodation administration as required.
• Retrieve and provide equipment history, maintenance records, and unit information upon request from maintenance leadership.
• Identify missing, incomplete, or inaccurate documentation and escalate issues to the PM Foreman or designated Maintenance Coordinator for correction.
• Ensure maintenance records remain current and accurately reflect completed work.
• Provide a shift handover detailing outstanding items and work in progress to the incoming administrator or Lead Coordinator when applicable.
• Maintain filing systems, shared electronic records, and administrative documentation related to maintenance operations.

Weekly Responsibilities

• Review open work orders and follow up on outstanding documentation, approvals, labour hours, invoices, and supporting records.
• Monitor preventative maintenance schedules and assist in tracking upcoming services.
• Provide status updates on incomplete work orders, overdue maintenance tasks, and outstanding documentation requirements.
• Audit equipment records and maintenance files to ensure information is complete and accurately maintained.
• Assist with the preparation of weekly maintenance reports, summaries, and operational documentation.
• Maintain shared maintenance trackers, logs, and spreadsheets used by the maintenance team.
• Archive completed maintenance records in accordance with company document retention practices.

Coordinator Support

• Perform routine administrative activities supporting the Maintenance Coordinators.
• Serve as the first point of intake for maintenance-related documentation and work order requests.
• Route requests to the appropriate Maintenance Coordinator, PM Foreman, or General Foreman in accordance with established workflows.
• Maintain shared maintenance trackers, equipment logs, and reporting tools to support operational planning.
• Assemble supporting documentation for warranty claims, component replacements, vendor discussions, and maintenance reporting requirements.
• Assist with data collection and record retrieval for maintenance performance reporting and analysis.

Qualifications and Requirements

• High school diploma or equivalent required.
• Post-secondary education in Business Administration, Office Administration, Maintenance Administration, or a related discipline is considered an asset.
• Previous administrative experience in construction, mining, heavy equipment, fleet maintenance, or an industrial environment is preferred.
• Experience working with B2W, maintenance management software, ERP systems, or similar business systems is considered an asset.
• Strong proficiency with Microsoft Office, including Outlook, Excel, Word, and Teams.
• Demonstrated ability to maintain accurate records and manage large volumes of information with a high level of attention to detail.
• Ability to prioritize competing demands and work effectively in a fast-paced operational environment.
• Strong verbal and written communication skills.
• Ability to work independently while supporting a geographically dispersed maintenance team.
• Ability to meet site access requirements and work the assigned rotation schedule.
• Valid driver's licence may be required based on operational needs.

Skills and Competencies

• Strong attention to detail and commitment to record accuracy.
• Excellent organizational and time-management skills.
• Proficiency with B2W, Microsoft Office, and related business systems.
• Strong data entry and document control capabilities.
• Ability to identify discrepancies, investigate missing information, and follow up appropriately.
• Effective communication and interpersonal skills.
• Ability to manage multiple priorities while meeting deadlines.
• Sound judgment in handling confidential, operational, and commercially sensitive information.
• Ability to leverage approved AI tools to improve efficiency while validating outputs against source records before use.

About Morgan:

Over the past 40+ years, Morgan has completed over 5400 heavy civil projects. With a growing workforce of more than 1000 skilled professionals, our team is made up of experts in their fields, we move the earth - and we love it!

 

Our company is committed to the excellence of our work, workplace safety and building trust with our clients. We believe in our people and that they are the backbone of our success. Join us as a Morganite and be a part of our commitment to our values and pillars of excellence!

 

 

Use of AI Technology:

AI technology is used to assist with screening / assessing applications. 

 

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