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Ottawa-Maintenance Coordinator

2 months ago

Ottawa, Canada Accoravillage Full time

Maintenance Coordinator – Ottawa, ON

Location: Ottawa, ON

Position Type: Full-time - Permanent

Reporting: District Equipment Manager

Start Date: To be determined

Position Summary:

This position requires an individual with a strong understanding of equipment asset management and the administrative functions of the maintenance department. The successful candidate must conduct themselves in a professional manner and have strong interpersonal skills.

The primary focus will be to ensure that the administrative processes and procedures of the maintenance department in Ottawa are developed, streamlined, and implemented effectively. You will be responsible for preventative maintenance scheduling oversight, repair records and documentation, and supervising the administrative staff. This position requires a self-motivated, highly organized, and detail-oriented individual.

Responsibilities:

  • Support the front-line maintenance team in organizing their workflows to repair and maintain equipment.
  • Provide leadership to and supervise the Maintenance Clerk and Purchasing Coordinator in their duties.
  • Liaise and work closely with the Equipment Controller on initiatives to understand costs and drive efficiencies.
  • Ensure that each shop within the district works within standard operating procedures and develop efficiencies through standardization.
  • Issue, process and close purchase orders in relation to work from outside shops and vendors.
  • Manage and be accountable for the annual MVI process for the fleet.
  • Oversee the fleet licensing and registration requirements in the district and ensure that all equipment has proper documentation in the cab.
  • Organize and ensure that all maintenance documentation and/or records are in order and available for inspection upon demand in all locations.
  • Review nightly repair/unit down reports and ensure that administrative staff have scheduled outside work and procured parts and materials needed to complete repair jobs.
  • Perform truck inspections in each location during site visits, checking for defects, fleet appearance, and cab condition.
  • Review monthly expenditures and cross-reference with accounting reports for accuracy.
  • Maintain accounts payable records on a daily basis.
  • Work with the Senior District Equipment Manager, and coordinate with the purchasing team, to ensure all shops have proper supplies and tooling.
  • Supervise the creation and completion of work orders in all locations in the district, conducting audits to ensure proper procedures are followed.
  • Work with the Equipment Manager and Shop Forepersons/Lead Hands to provide guidance on administrative procedures such as documentation, work orders, and Dossier utilization.
  • Support the Senior District Equipment Manager to develop and implement efficiencies to improve the deliverables of the maintenance department.
  • Utilize fleet software to record equipment costs, track P.O. numbers and track the preventive maintenance program ensuring all equipment files and documentation are up to date and compliant.
  • Have strong interpersonal skills to manage, mentor, and guide personnel. Self-motivation and organization are required, as well as the ability to develop communication and working relationships.
  • Review and provide feedback pertaining to all building and property related preventative maintenance, repairs, and costs (HVAC system, doors, sprinkler systems, docks, plumbing, etc.). While working closely with the Facilities Manager to ensure consistency throughout.

Requirements:

  • Must be organized and able to implement procedures to maximize efficiency of processes.
  • Valid driver’s license, reliable vehicle, and proper insurance coverage.
  • Must have excellent computer skills, including knowledge and experience with Microsoft Outlook, Word, Excel, and fleet maintenance software.
  • Excellent communication and self-management skills.
  • Must be self-motivated and able to work with minimal supervision.
  • Experience in meeting deadlines with the ability to work in a fast-paced environment and stressful conditions.
  • It is a key focus to build relationships with maintenance, finance, and operations staff to align the corporate goal of fostering teamwork.
  • Must be a leader within the organization and work to build up your team of administrative staff to perform at a high level.
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