Job Description

The Coordinator, Maintenance Administration is responsible for providing administrative support for the Maintenance Department. Primary duties include managing PO’s by reviewing vendor invoices, tiffing and updating Repair Orders for accuracy, billing Owner Operators and Third Party vendors as well as, helping manage the flow of Tire related transactions. Attention to detail, excellent organization and time management skills are essential for being successful.

Specific Responsibilities include:

National Tire Program:

• Create Repair Orders daily for tire services performed
• Review & Process all Tire Invoices for payment and ensure our National Pricing is being followed (Goodyear, Michelin, Bridgestone, Continental, Fountain, Kal Tire)
• Create and process purchase orders for yard checks, driver requests, O/O, vendor requests and retread orders
• Request and provide pictures for accident work orders when necessary
• Liaison for all tire billing opportunities

Invoicing

• Responsible for ensuring targets are met and held for PO’s from open to complete status
• Actively look for accuracy of invoices and identify savings opportunities
• Action PO Exception Viewer weekly
• Develop good working relationship with Accounting personnel
• Help set-up new Vendor accounts

Owner Operator Billing & Third Party Billing

• Responsible for the entire billing process for all Owner Operators and Third partner carriers
• Create invoices – Checking SRT times when invoicing owner / lease operators
• Email Drivers when invoices due and monitor outstanding payments
• Assist Drivers with payment options through payroll

• Maintain a close working relationship with accounting in all aspects of billing and the flow of payments.

Other Tasks

• Breakdown Maintenance Coordinator support, as needed
• Engage in other projects and job related activities as necessary including Corporate initiatives

Our Ideal Candidate will possess:

• Previous experience in an administrative, coordination, or billing role, preferably within maintenance, transportation, logistics, or fleet operations

• Demonstrated experience managing purchase orders, invoices, and billing processes with a high level of accuracy
• Strong organizational, time management, and problem‑solving skills with the ability to manage multiple priorities
• Proven ability to work effectively in a fast‑paced, high‑volume environment
• Excellent written and verbal communication skills for working with vendors, drivers, Owner Operators, and internal teams
• Proficiency in Windows and Microsoft Office (Excel, Outlook, Word)
• Ability to build effective working relationships, particularly with Accounting and external vendors
• High attention to detail with a strong focus on cost accuracy and process compliance

This job is classified under NOC Code: 13110

To learn more about the career opportunities at Bison, please visit our blog and watch a short video: https://blog.bisontransport.com/the-people-behind-the-move

Why Bison:
• Thrive in a supportive team that provides coaching and training to help develop your skills and progress your career
• Dispersed work environments that promote a healthy work-life balance
• Meaningful and impactful work and projects with an essential service provider
• Join our engaging Wellness Program & extracurricular sports teams

About Bison:
• Celebrating over 50 years in Business
• Active in giving back through Corporate Social Responsibility and Charitable Giving
• Committed to environmental sustainability

Bison Transport is committed to Diversity and Inclusion in the Workplace.