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Shop Administrator

J & P Auto Ltd.
10135 31 Avenue NW, Edmonton, AB
Permanent, Full-time


10135 31 Avenue NW, Edmonton, AB

Pulled from the full job description

  • Casual dress
  • Company events
  • Dental care
  • Extended health care
  • On-site parking

Full job description

Looking for an exciting challenge? We are eager to hire a Shop Administrator in this hybrid opportunity working for two of our brands under tappCONNECT; Cliffs Towing and J&P Auto!

The Shop Administrator for Cliffs Towing and J&P Auto is responsible for managing the efficient flow of parts inventory and ensuring accurate documentation. This role involves coordinating with suppliers, collaborating with internal teams, and maintaining a well organized and up-to-date parts desk. Being a Hybrid role there is a requirement to support J&P in various coverage for the team members. This would include the Service Writer Role and Parts Desk when required.

J&P Auto Duties

  • Coordinate with service department on the jobs the Service Writer assigned to them.
  • Assist with various other J&P tasks as assigned by the Shop Manager or required by the team.
  • Close all Cliff’s Tow Bills to J&P chargebacks.
  • Responsible for opening and closing Body Shop work orders and work with service department.
  • Responsible for receiving parts order paperwork, entering parts into system, and attaching parts to the work order.
  • Complete credit and invoice posting.
  • Support in closing open po’s or work orders as requested; closing po’s affects accuracy of inventory and expense reporting. Closing work orders affects Revenue Reporting.
  • Support in documentation for process and procedures, creating JHA’s and maintaining FLHA’s.
  • Responsible for supporting the filing for vehicle service to ensure we are COR compliant.
  • Vacation support for various roles within the shop.
  • And other duties as assigned.

Cliffs Towing Duties

  • Monitor and maintain accurate inventory levels.
  • Responsible for receiving parts order paperwork, entering parts into system, and attaching parts to the work order.
  • Closing work orders affects accuracy of inventory snapshot at month end close.
  • Update records promptly to reflect changes inventory.
  • Utilize inventory management systems to track stock in inventory or supplies, category, GL account, Location.
  • Maintain a comprehensive database of parts, including part numbers, descriptions, and suppliers.
  • Assist in regular physical counts of inventory to verify accuracy.
  • Identify and investigate any discrepancies and implement corrective measures.
  • Set min/max within the system for higher use items.
  • Receive and process customer orders efficiently.
  • Verify part numbers and specifications for accuracy.
  • Coordinate with suppliers to ensure on-time deliveries.
  • Cycle count in various areas with high turnover.
  • Inspect incoming parts for quality and accuracy.
  • Monitor and address where inventory is oversold or has a negative quantity.
  • Implement measures to prevent such occurrences and collaborate with relevant teams to rectify discrepancies.
  • Address any quality issues with suppliers and ensure compliance.
  • Daily close process for all open POs to review and record with accuracy.
  • Month end hard close for all PO’s. If the inventory/supplies have been received physically in the shop must be received in Mitchell for an accurate inventory snapshot at month end close
  • Handle and resolve issues related to incorrect shipments, damaged goods, or other parts-related concerns.
  • Maintain accurate and organized documentation of all parts-related transactions.
  • Responsible for supporting the filing for vehicle service to ensure we are COR/Carrier profile complaints.
  • Generate reports as needed for management and auditing purposes.
  • And other duties as assigned.

Required Skills & Competencies

  • Build and maintain positive relationships with suppliers/sublet service providers.
  • Attention to detail with the ability to analyze and understand complex related documents and activities.
  • Implement corrective actions to prevent recurring problems.
  • Excellent organizational skills and the ability to manage multiple tasks and meet tight deadlines.
  • A team player who is focused on providing exceptional service and a customer focused attitude with the ability to take direction, work independently and work well with others.
  • Must be able to prioritize and multitask, including being able to remain flexible in continually changing and fast paced situations.
  • Ability to work with time constraints in a complex environment.


  • 2-4 years of previous experience in a shop environment

- Knowledge of Mitchell1, ProDemand, and Bolt-On Technologies

  • High School Graduate

About Us

At the tappCONNECT Inc. we provide a supportive and progressive work environment for our employees that will challenge as well as encourage new ideas driving common-sense solutions. We focus on collaborative efforts and always take the time to see the fun side of life!

Job Types: Full-time, Permanent


  • Casual dress
  • Company events
  • Dental care
  • Extended health care
  • On-site parking

Flexible Language Requirement:

  • French not required


  • 8 hour shift
  • Day shift
  • Monday to Friday

Application question(s):

  • Are you a high school graduate?
  • Are you local to Edmonton and or surrounding areas?
  • What is your wage range expectation?
  • Do you experience or knowledge in any of the following? Mitchell, ProDemand, Bolt-On


  • Secondary School (preferred)


  • garage/shop environment: 2 years (preferred)
  • computer and administrative: 2 years (preferred)

Work Location: In person