Maintenance Planner

4 weeks ago

Victoria Capital Regional District, CA Greater Victoria Harbour Authority Full time

The Greater Victoria Harbour Authority (GVHA) is currently seeking a Maintenance Planner and Administrator to play a key role in the planning and administration of the repairs and maintenance of GVHA’s properties, which are a complex blend of a vibrant and harmonious working harbour that includes industrial usage, small and large boaters, commercial operations, and public access. This role supports the coordination of repairs and maintenance projects, develops and monitors budgets, supports procurement needs and maintains positive working relationships with contractors and suppliers.

The successful candidate is highly organized with strong attention to detail and initiative, excellent communication and customer service skills, ability to work independently, and enjoys working collaboratively in a diverse and busy environment. Ideally, you have 3 to 5 years administrative experience, including project and financial management. You are proficient with Microsoft Word and Excel. Having a valid Class 5 driver’s license, while not required, is an asset.

This position enjoys comprehensive health benefits, RRSP matching, paid time off and more, which are all available upon completion of a three-month probation. This is a full-time position with an annual salary range of $53,000 to $62,000.

Accountabilities

  • Develops and manages detailed maintenance schedules and work orders.
  • Works with manager on planning fiscal budget and scheduling.
  • Coordinates and schedules all maintenance activities.
  • Ensures that all maintenance work complies with safety regulations and industry standards.
  • Maintains accurate records of maintenance performed, equipment condition, and maintenance costs.
  • Works with Infrastructure, Marina and Terminal Management teams to plan and implement scheduled maintenance and repair.
  • Procures necessary maintenance supplies and equipment.
  • Works with vendors and contractors as needed.
  • Participates in the development and implementation of maintenance policies, procedures, and best practices.
  • Creates maintenance crew schedule, review timecards and input hours for payroll.
  • Assists with scheduling training and development for maintenance crew.
  • Represents GVHA in a professional and courteous manner.
  • Assists in developing a repairs and planned maintenance budget and participates in monitoring expenditures for repairs and maintenance and input into the budget tool.
  • Reviews repairs and maintenance budget versus actual results and forecasting costs for future months.
  • Assists in maintaining tracking system for cost of maintenance work for invoicing.
  • Ensures that appropriate repairs and maintenance charges are assessed to the correct facility and verifies accuracy of maintenance invoices prior to review for authorization by manager.
  • Creates an up-to-date database of suppliers and contractors, and their charge out rates, as agreed upon by Finance.
  • Reconciles visa statements for team leadership.
  • Reviews customer work orders from repairs and maintenance crew, ensuring accuracy and completeness, prior to sending to Finance to process invoices.

Requirements

  • Strong organizational and planning skills.
  • Excellent communication and interpersonal skills.
  • Proficiency in using maintenance planning and scheduling software. Knowledge and experience working with ASANA is considered a strong asset.
  • Strong Microsoft Word and Excel skills.
  • Good knowledge of safety regulations and industry standards. Knowledge of relevant legislation and regulations including WHMIS, Canada Labour Code, Federal Labour Program and WorkSafeBC.
  • Familiarity with maintenance equipment and supplies procurement processes – procurement of necessary supplies and restocking.
  • Ability to analyze data and make informed decisions.
  • Strong problem-solving skills.
  • Able to anticipate and identify operational needs or risks.

Working Conditions:

  • Regular, full-time position. Shifts are typically Monday to Friday, 7:00am to 3:30pm with a 30-minute unpaid lunch break
  • Predominantly indoor open office setting with the requirement to spend time in the field locally conducting meetings with operators, terminal management team, customers and employees as well as follow up on inspections and supervising maintenance activities.
  • May be required to work outside normal business hours in order to handle emergencies or ensure that maintenance work does not interfere with regular operations.
  • Outdoor work conditions can include marine environment, stairways, docks, steps and ramps in all weather conditions.
  • Occasional lifting up to 25 lbs.
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