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Parts & Service Administration Coordinator

Posting Job Title: Parts & Service Administration Coordinator
Department: Parts & Service
Reports To: Parts Manger & Service Manager
Location: Mississauga, ON
Position Type: Contract (Maternity Leave Position)


This position supports the objectives of the Parts and Service teams, in particular, assisting the accounting department with parts and service related accounts payable processing and month end closing, confirming parts orders, and following up on warranty claims that were denied, resubmitted, and charged back.



  • Process account payables for all invoices related to parts department (freight, warehouse supplies, parts bills, etc.) and follow-up with vendors regarding invoicing errors and discrepancies
  • Co-ordinate with accounting to reconcile month-end closing
  • Verify parts purchase orders and communicate any required changes to the parts department (part number changes, price changes, etc.)
  • Receive and invoice dealer direct orders
  • File accounts payable invoices and dealer packing slips


  • Communicate with suppliers as required to ensure warranty files are sent monthly and reconcile settlements with warranty payments to dealers
  • Post supplier settlements to warranty claims in DSI
  • Print warranty claim judgments from suppliers
  • Support warranty manager during month-end closing
  • Assist with campaign claim adjudication
  • Attend warranty training sessions, as required


  • Assist parts, service and accounting departments during year-end closing and annual accounting audits
  • Manage all parts and warranty year-end filing
  • Perform other duties in both parts and warranty departments as required


  • Experience with basic financial operations including accounts payable
  • Proficient with Microsoft Office, including Excel and Outlook in particular
  • Ability to work accurately and pay close attention to details
  • Ability to work independently
  • Ability to meet deadlines
  • Ability to multi-task with frequent interruptions
  • Good time management and organizational skills


  • Administrative skills including repetitive data entry
  • Flexibility and adaptability
  • Ability to exercise initiative, good judgement and discretion in all matters


  • Regular working hours: Monday to Friday, 9:00am – 5:00pm
  • Occasional overtime required during month-end

Interested candidate, please submit your resume to:

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