Service Coordinator

Company Overview

T. Musselman Excavating is a growing diverse construction company specializing in heavy civil excavation, water and sewer, site servicing, and aggregate work. We support a wide range of projects across ICI, municipal, and private sectors, backed by a strong in-house shop and a diverse fleet of equipment and trucks. We’re known for doing quality work, operating safely, and building long-term careers for people who take pride in what they do. Our team values reliability, teamwork, and straightforward communication—on the job and behind the scenes.

Summary

The Service Coordinator is responsible for managing and coordinating service and repair operations across a diverse fleet of vehicles and equipment, including heavy trucks, light and mid-duty vehicles, small engine equipment, specialty vehicles, and heavy machinery. This role serves as the central administrative point of contact between mechanics, operators, management, and external vendors, ensuring that service work is scheduled, tracked, and documented efficiently.

The Service Coordinator maintains accurate records, supports warranty and preventative maintenance programs, prepares operational reports for ownership, and assists with the setup and ongoing management of shop systems. The position requires strong organizational, communication, and administrative skills to keep service operations running smoothly and minimize equipment downtime.

Duties & Responsibilities

• Create, enter, and maintain service and repair work orders for a diverse fleet, including heavy trucks, light/mid-duty vehicles, small engine equipment, specialty vehicles, and heavy equipment
• Coordinate and administer daily and weekly service schedules, prioritizing work based on safety, urgency, and operational needs
• Serve as the primary point of contact between mechanics, operators, supervisors, management, and external service providers
• Track service status, follow up on outstanding work, and ensure repairs and maintenance are completed and properly documented
• Coordinate parts and external services only as needed to support service work, working with purchasing and approved vendors
• Maintain accurate service records, including maintenance history, inspections, service reports, and compliance documentation
• Administer warranty-related service work by coordinating paperwork, tracking timelines, and ensuring timely submissions
• Support preventative maintenance scheduling and documentation to ensure service intervals are met
• Prepare and send weekly reports to ownership on idle time, fuel consumption, and relevant GPS/fleet data
• Assist with job costing, invoicing support, and service-related administrative tasks in coordination with finance
• Support the setup, organization, and ongoing maintenance of shop systems and service-tracking tools
• Identify administrative or workflow improvements and support consistent service processes
• Perform other related duties as assigned

Qualifications Required: Education, Credentials, Skills & Experience

• Minimum 2-3 years of experience in service coordination, fleet administration, or operations support, preferably in a construction, heavy equipment, or vehicle maintenance environment.
• Post secondary education in business administration, logistics or a related field is considered an asset.
• Demonstrated experience working with mechanics, service technicians, or operation teams with a diverse fleet
• Strong organizational, and time-management skills
• Excellent communication and interpersonal skills to effectively liaise between mechanics, operators, vendors, and management
• Proficient in Microsoft office (Excel, Word, Outlook)
• Ability to prioritize tasks, manage multiple schedules, and work in fast-paced environment.
• Problem-solving mindset, and ability to identify and recommend process improvements
• Basic understanding of vehicle, equipment, and small engine maintenance and service processes.

T. Musselman Excavating is an equal opportunity employer. It is our policy to recruit and select applicants for employment solely on the basis of their qualifications, with emphasis on selecting the best-qualified person for the job. T. Musselman Excavating does not discriminate against applicants based on race, colour, religion, sex, national origin, or disability, or any other status or condition protected by applicable federal, provincial, or local law. If accommodation is required during the application or interview process, please contact 519-634-1113.

Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the role.

Job Types: Full-time, Permanent

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• Life insurance
• RRSP match
• Vision care

Flexible language requirement:

• French not required

Experience:

• service coordination: 3 years (preferred)

Work Location: In person