Job Title: Maintenance Coordinator
Status: Full-Time
Department: Administration
Reports to: Maintenance Manager
POSITION SUMMARY:
The Maintenance Coordinator is responsible for coordinating, scheduling, and supporting maintenance operations to ensure the efficient operation of facilities, equipment, and maintenance programs. Reporting to the Maintenance Manager, this role provides daily supervision and direction to Maintenance Workers and Maintenance Technicians while ensuring preventive and corrective maintenance activities are completed safely, efficiently, and in compliance with regulatory requirements.
The Maintenance Coordinator plays a key role in work order management, contractor coordination, compliance support, asset management, and continuous improvement initiatives within the maintenance department.
-
Efficiently input, manage, and monitor preventive and corrective maintenance work orders using Yardi.
-
Strategically plan and schedule maintenance work in advance to ensure timely completion and efficient resource allocation.
-
Monitor maintenance key performance indicators (KPIs) and provide updates and reports as directed by the Maintenance Manager.
-
Coordinate daily maintenance activities and assign work orders to maintenance staff based on operational priorities and skill sets.
-
Ensure maintenance schedules, job plans, and equipment records remain current and accurate and recorded.
-
Support with daily maintenance work as required.
-
Assist Operations and the Occupational Health & Safety team with tenant requests and maintenance service requests.
-
Assign work orders to appropriate maintenance personnel and follow up to ensure completion and customer satisfaction.
-
Support departmental projects and special assignments as required.
-
Provide day-to-day supervision, guidance, and support to Maintenance Workers and Maintenance Technicians.
-
Assist in prioritizing workloads and monitoring employee productivity and work quality.
-
Promote safe work practices and ensure adherence to company policies, procedures, and Occupational Health & Safety requirements.
-
Support employee training, coaching, and performance management initiatives.
Asset & Inventory Management
-
Maintain accurate records for assets, parts, and equipment.
-
Manage equipment inventory through detailed data entry and ongoing updates for new and existing equipment.
-
Ensure preventive maintenance schedules are maintained and updated regularly
Compliance & Safety
-
Support the Maintenance Manager in overseeing compliance with Occupational Health and Safety legislation, environmental regulations, local by-laws, waste stream management requirements, and insurance obligations.
-
Conduct and document daily walkarounds, workplace inspections, audits, and damage reports.
-
Ensure inspection records, maintenance documentation, and compliance reports are accurately completed and filed.
-
Assist with operational health and safety initiatives and corrective action follow-up.
-
Review, revise, and update Standard Operating Procedures for Maintenance and Operations to align with industry best practices and operational requirements.
-
Identify opportunities for process improvements and efficiencies within maintenance operations and work order management systems.
-
Coordinate with third-party contractors and service providers to schedule repairs, inspections, and maintenance services.
-
Obtain contractor quotations, follow up on service requests, and track project progress to completion.
-
Foster positive working relationships and effective communication with vendors, contractors, tenants, and internal departments.
-
Act as the primary contact for insurance-related communications, including initiating claims and coordinating walkthroughs, repairs, and required documentation.
-
Assist with damage evaluations and insurance investigations as a support resource.
-
Maintain organized records related to claims, incidents, and repairs.
-
Post-secondary education in Facilities Management, Building Operations, Trades, or a related field is considered an asset.
-
Minimum 3–5 years of experience in maintenance coordination, facilities operations, or building maintenance.
-
Previous supervisory or team leadership experience preferred.
-
Experience using Computerized Facilities Management Systems (CFMS) or Computerized Maintenance Management Systems (CMMS). Knowledge of Yardi is considered an asset.
-
Strong knowledge of building systems, preventive maintenance programs, and maintenance operations.
-
Familiarity with Alberta Occupational Health and Safety legislation and applicable regulatory requirements.
-
Experience coordinating contractors, vendors, and service providers.
-
Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
-
Class 5 or 4 Power Engineering is considered an asset.
-
Strong organizational and time management skills with the ability to manage multiple priorities.
-
Excellent communication and interpersonal skills.
-
Strong problem-solving and decision-making abilities.
-
High attention to detail and accuracy in documentation and reporting.
-
Ability to work collaboratively in a fast-paced environment.
-
Demonstrated leadership and team coordination skills.
-
Commitment to safety, compliance, and continuous improvement.
WORKING CONDITIONS:
This industry requires empathy for and an understanding of the needs of seniors and requires a complete and current (within six months) Vulnerable Sector Check including a Criminal Background Check. This position is a fast-paced, challenging, working environment. The ability to deal with competing priorities and using one’s professional discernment to understand where the focus needs to be when being pulled in several directions.
