Medical Administration jobs in Vaughan, ON

Location: Richmond Hill Department:

Maintenance Reports To: Maintenance Manager

Employment Type: Full-Time

Status: Non-Unionized Position (within a Unionized Environment)

About the Company

TOK Transit is a Vaughan-based company founded in 1971, specializing in urban mobility and transit services across Canada. TOK Transit provides a comprehensive range of solutions, including operations, maintenance, and consulting services for both public and private sector clients. As part of the TOK Group, the company has a long-standing reputation for delivering high-quality, reliable transit services, with a strong focus on meeting the evolving needs of municipalities and modern urban mobility projects.

Position Summary

The Maintenance Administrator provides comprehensive administrative and operational support to the Maintenance Department across both Conventional and BRT operations. This role plays a key part in supporting payroll processes, maintenance systems, scheduling, documentation, reporting, and coordination with internal teams and external vendors. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced, unionized operational environment while holding a non-unionized administrative role.

Principal Duties and Responsibilities

· Update and maintain calendars for employee vacation, time off, and absences for both Conventional and BRT operations

· Monitor employee punch clock entries and assist with payroll processing as required

· Review and track employee training hours

· Manage and maintain accurate employee files

· Order and manage employee access cards through Miller

· Manage receipts and petty cash

· Collect and organize all required paperwork from supervisor offices

· Perform other duties as assigned

· Review and update maintenance information in M5 for Conventional and BRT fleets

· Ensure supervisors are logged into M5 under the correct operational line

· File maintenance paperwork into all bus and fleet files

· Track and report on “no work orders”

· Manage and support fleet tracker administration when required

· Prepare and support utilization, road call, and flash reports

· Assist with fleet tracker issues and reporting when necessary

· Work collaboratively on entering third-party invoices

· Manage uniform ordering and distribution with Cintas

· Liaise with internal departments and external vendors to support maintenance operations

Qualifications & Skills

· Previous administrative experience in maintenance, transportation, or a similar operational environment preferred

· Experience supporting payroll and time-tracking processes

· Strong organizational skills and attention to detail

· Experience with maintenance management systems (M5 experience is an asset)

· Proficiency with Microsoft Office and administrative systems

· Ability to handle confidential employee information with professionalism and discretion

· Strong communication skills and the ability to work effectively with supervisors, employees, and vendors

· Ability to manage multiple priorities in a fast-paced environment

What We Offer

· Competitive pay

· Full benefits package, including medical, dental, and vision coverage

· Stable employment within a unionized transit environment in a non-unionized administrative role

· Collaborative and supportive work environment

· Opportunity to work closely with maintenance and operations leadership

· Exposure to fleet, transit, and maintenance operations

Be Part of Something That Moves Communities

If you're looking for a rewarding administrative career where your organizational skills directly support essential transportation services, we encourage you to apply.

Join TOK Transit and help keep our fleet, our operations, and our communities moving forward.

Pay: $50,000.00-$60,000.00 per year

Work Location: In person