Overview:
Western Materials Handling is Alberta’s Leading Industrial Equipment Supplier. Canadian owned and operated, WestMat was founded in 1970 and became the first Toyota forklift dealership in Canada. In conjunction with our Toyota line we are also Alberta’s only authorized dealer for Aichi scissor lifts, Load Lifter rough terrain forklifts, Heli forklifts and Kalmar high capacity lift trucks and container handlers.
Our focus is to work together with our customer, to create material handling solutions for all their Equipment, Parts, Service, Rentals and Safety Training requirements.
Since the first day in business, our motto has been, “Our Service Built Our Company”, and we will continue to follow this motto every day.
Western Materials Handling is seeking a Service Admin / Rentals Coordinator to join our team in Red Deer. This position plays an important role in supporting the daily operations of the branch by coordinating service activities, assisting with rental equipment administration, and providing administrative support to ensure efficient service delivery.
Working closely with technicians, customers, and internal departments, the successful candidate will help schedule service work, coordinate rental equipment logistics, track work orders, and maintain accurate records. This role supports a busy service department and requires someone who is organized, detail-oriented, and comfortable managing multiple priorities while maintaining a high level of customer service.
Duties & Responsibilities:
- Coordinate daily service operations by scheduling technicians, dispatching service calls, and monitoring work orders to support efficient service delivery and timely completion of repairs.
- Monitor work in progress and communicate scheduling updates, customer concerns, and operational issues to the Territory Manager to support effective branch operations.
- Communicate with customers regarding service requests, equipment rentals, scheduling updates, and general inquiries while maintaining a high level of customer service.
- Coordinate rental equipment activities including equipment check-in and check-out, rental documentation, and scheduling required service or maintenance for the rental fleet.
- Coordinate transportation of rental and service equipment, including preparing bills of lading, arranging freight shipments, and liaising with freight providers to track equipment logistics.
- Provide administrative support for service and rental operations including quoting, data entry, documentation, and maintaining accurate records within company systems.
- Process service and rental invoices, cash sales, and contract pricing while ensuring accuracy in financial transactions and documentation.
- Track and submit warranty claims and supporting documentation to ensure full reimbursement and resolve discrepancies when required.
- Work closely with the Parts Department to track and record parts usage and ensure parts are correctly allocated to service work orders.
- Maintain accurate service and rental records, ensuring all documentation is complete, up to date, and properly filed.
- Support the coordination and utilization of the branch rental fleet by tracking equipment availability and scheduling service or maintenance as required.
- Ensure compliance with company Health & Safety policies and procedures in all service and rental coordination activities.
- Perform other related administrative or operational duties as assigned by the Medicine Hat Territory Manager or branch management
Qualifications & Requirements:
- Previous experience supporting a busy service department, dispatching technicians, or coordinating field service work is strongly preferred.
- Experience in heavy equipment, construction, industrial service, equipment rental, fleet maintenance, or automotive service environments is considered an asset.
- Strong organizational skills with the ability to manage multiple service requests, schedules, and administrative tasks in a fast-paced environment.
- Experience coordinating technician schedules, service calls, or work orders is an asset.
- Experience working with service management systems, ERP systems, or work order software is considered an asset.
- Strong customer service skills with the ability to communicate effectively with customers, technicians, and internal departments.
- Experience processing invoices, service billing, warranty claims, or financial transactions is an asset.
- Experience coordinating equipment transportation, freight shipments, or logistics is considered an asset.
- High attention to detail and strong data entry accuracy.
- Proficiency in Microsoft Office applications, particularly Excel and Word.
- Ability to problem-solve, prioritize tasks, and remain organized while supporting a busy service environment.
- Industry experience within equipment dealerships or service operations is an asset but not required.
If you are organized, customer-focused, and enjoy being part of a busy service team, we encourage you to apply.
We’ve built the team and the service — now we’re looking for the right person to help keep it running.
Join Western Materials Handling and be part of a company where service has built our reputation for over 50 years.
Job Type: Full-time
Pay: $26.00-$29.00 per hour
Benefits:
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
Experience:
- Administrative: 1 year (preferred)
Work Location: In person
