Heavy Equipment Admin Assistant

Department: Operations & Equipment Reports To: Superintendent / Equipment Manager Level: Intermediate Type: Full-Time | On-Site POSITION SUMMARY The Equipment Administrative Assistant provides administrative, procurement, and hands-on operational support to the equipment, shop, and project teams. This position is responsible for parts and material procurement, inventory management, purchase orders, work order support, shipping and receiving, and maintaining accurate equipment and service records. The successful candidate will also assist mechanics with small engine repairs and heavy equipment repairs , while coordinating procurement for construction, mining, and pipe fusion projects. This is a hands-on position suited to an organized, mechanically inclined individual who can manage multiple priorities in a fast-paced environment. KEY RESPONSIBILITIES Parts & Equipment Support Work with mechanics and technicians to identify, source, and order parts for equipment repairs and maintenance. Take parts orders by phone, email, and other communication methods. Open, track, and close purchase orders. Assist mechanics with small engine and heavy equipment repairs and maintenance. Help source repair components, tools, consumables, and other required materials. Maintain accurate equipment service, repair, and work order records. Project & Material Procurement Source and order materials required for construction, mining, and operational projects. Coordinate procurement of materials for pipe fusion projects, including HDPE pipe, fittings, consumables, and related supplies. Work with project managers, supervisors, and field crews to ensure materials are available when required. Track orders, lead times, deliveries, and outstanding materials. Compare pricing and availability to support cost-effective purchasing decisions. Inventory, Shipping & Receiving Maintain organized inventory levels of parts, tools, shop supplies, and materials. Receive, inspect, organize, and distribute incoming parts and materials. Coordinate shipping, receiving, pickups, and local deliveries. Identify inventory shortages and assist with maintaining appropriate stock levels. Lift, move, and transport parts and materials as required. Administrative Support Maintain an efficient work order and purchasing system. Maintain accurate records of equipment costs, parts purchases, purchase orders, and project materials. Work with Accounts Payable to ensure invoices and supporting documentation are accurate. Maintain organized electronic and physical filing systems. Build and maintain strong relationships with suppliers and vendors. Support the Superintendent, mechanics, field technicians, and project teams with day-to-day operational requirements. Perform other duties as assigned. QUALIFICATIONS & EXPERIENCE 2+ years of experience in parts, purchasing, procurement, heavy equipment, construction, mining, automotive, or a related industry. Mechanical aptitude and an interest in heavy equipment and small engine repair. Experience with heavy equipment parts and components is an asset. Experience with construction materials, piping, HDPE, or pipe fusion is an asset. Experience as a Heavy Equipment Mechanic, Small Engine Technician, Parts Technician, or similar role is an asset. Strong organizational and time-management skills. Excellent communication and interpersonal skills. Strong attention to detail and data-entry accuracy. Proficient in Microsoft Office, particularly Excel and spreadsheets. Ability to work independently and as part of a team. Valid driver's licence and acceptable driver's abstract required. Current CPIC required. Ability to lift, move, pick up, and deliver parts, tools, and materials as required. WHAT WE OFFER Wages commensurate with experience. Local applicants preferred; this is not camp work. Pre-employment drug testing is conducted. Day Group offers a competitive wage package, excellent health benefits, pension opportunities, and additional employee benefit…

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