Logistics Coordinator

Logistics CoordinatorLogistics/Facilities (2505) - Victoria, British ColumbiaPOSITION: Logistics CoordinatorDEPARTMENT / DIVISION: Police / Logistics Section / Financial Services DivisionCompetition Number: P16-25Date of Issue: November 18/2025Closing Date: December 9/2025Pay Group: $45.74/hr - CUPE Pay Grade 13Number of Positions: 1Duration: Regular Full-TimeWork Schedule: Monday through Friday, 35 hours per week.To Apply: All submissions shall be sent electronically by 4:30pm on the above closing date and should include all qualifications and experience relevant to the position.POSITION FUNCTION:The Logistics Coordinator is a hands‑on role responsible for the efficient delivery of logistics services within the Police Department. This position will specialize in either Equipment and Fleet Services or Facilities Services, with cross‑training to provide coverage as needed. The Logistics Coordinator ensures compliance with relevant legislation, Police Board and municipal policy, financial control frameworks, conflict of interest guidelines and best practices in warehousing, fleet management, and facility maintenance.KEY DUTIES:Equipment and Fleet Services:Processes and issues annual allotments for police kit, verifying eligibility based on established criteria - kits include uniforms, accessories, equipment and weaponry; obtains and documents measurements and sizes; maintains and coordinates the distribution of uniforms, accessories, equipment and weaponry to staff as required and in collaboration with the Human Resources Division; contacts suppliers to arrange for uniform fittings; and oversees equipment surrender.Collaborates with police subject‑matter experts to evaluate and inform procurement of innovative equipment and technologies.Locates supply sources; interviews suppliers, obtains quotations and production information such as price, condition of sale, availability and quality, and samples as required; reviews data and recommends most suitable supplier; negotiates prices as appropriate; and processes according to established procedures.Places requisitions and purchases supplies for police uniforms, accessories, equipment and weaponry; creates order forms and purchase orders; checks requisitions and invoices for accuracy, completeness and authority; reconciles and processes invoices, contacts suppliers to adjust discrepancies and ensures agreed discounts are applied to ensure cost-effectiveness.Receives invoices for a variety of supplies and services rendered; checks invoices for accuracy and completeness and resolves resultant discrepancies; itemizes and codes invoices prior to submitting to accounts payable for processing, or to a superior for payment authorization.Checks, processes, prepares and maintains inventory records and files; maintains a register of equipment related to the issue, retrieval, losses and periodic stock check of same, to ensure adequate stock levels and accurate inventory records.Develops and implements new and/or revised stockroom procedures for inventory items; performs physical counts of stock inventory; receives, identifies and securely stores uniforms, accessories, equipment and weaponry; controls access to the storeroom; and maintains same in an orderly condition.Reviews, recommends and implements new methods and procedures for inventory control; determines appropriate inventory levels to meet the needs of the Department. Develop and maintain uniform and equipment replacement programs and preventative maintenance programs.Manages and tracks budget for police uniforms and equipment, and processes and codes charges for corporate credit cards.Coordinates and oversees the scheduling and transport of police vehicles to and from repair shops for planned and unplanned maintenance and repair work. Ensures vehicle availability; initiates action to respond to urgent needs and resolve operational issues that arise; and may transport vehicles as required.Performs the more complex record keeping related to fleet services operations; maintains and reviews records of vehicle inventory, incidents, insurance, leases, expenditures, prepares and maintains vehicle lifecycle records and forecasts to support the maintenance and replacement of vehicles; identifies emerging trends or issues; and makes related recommendations to a superior.Maintains and updates inventory and fleet information using approved electronic systems; supports digital asset management initiatives and reporting dashboards.Establishes and maintains effective working relationships with a variety of internal and external contacts to coordinate the processing of maintenance, service and repair requests; maintains liaison with vendors; gathers information regarding police vehicle needs to support procurement; investigates complaints and issues related to vehicle servicing and maintenance, and initiates action to resolve problems.Assists with the procurement of vehicles, up‑fitting, and deployment to meet operational requirements in accordance with the capital plan.Facilities Services:Coordinates services for all departmental buildings and adjacent parking, including renovations, repairs, and maintenance.Coordinates with building owners, external contractors and/or vendors for maintenance and repair of buildings, building management systems, and building systems, such as heating, ventilation, air conditioning, electrical and plumbing.Coordinates with building owners, external contractors and/or vendors for maintenance and regular services related to exterior building features, such as sidewalks, signage and parking lots, and grounds maintenance, such as snow, garbage and recycling removal.Coordinates with building owners, external contractors and/or vendors for inspection and maintenance of fire safety systemsAssists with space planning and allocation to ensure efficient use of available space.Coordinates and executes requests for furniture, equipment, and workstations moves, additions and changes and assist with setting up new offices and workstations, in coordination with Information Technology Services.Coordinates with the Health and Safety Committee which facilitates regular safety inspections to identify and address potential hazards and ensure that any building safety concerns and ergonomic issues are addressed.Ensures all facilities comply with relevant safety regulations and building codes by coordinating inspections to be performed by qualified individuals.Assists and coordinates with Information Risk Management Division with regards to IT equipment, ergonomics and building security systems.Provides regular updates and communication as required for any initiative within the buildings or related to building exteriors and services so that workers are informed.Administers access control and key management for secure areas; ensures physical security measures are maintained for all facilities and inventory locations; ensures vendor and external contractors are compliant to building security policies.Applicable to Both Specializations:Maintains accurate records and documentation that are auditable and ensure chain‑of‑custody and security protocols are followed for all controlled or sensitive items.Supports continuous business process improvement and leverage technology to ensure availability of data and analytics for reporting and decision‑making; prepare periodic reports on inventory levels, fleet utilization, and facilities expenditures to support data‑driven decision‑making and budget forecasting.Incorporates sustainability principles in procurement, fleet and facility management, and asset disposal to reduce environmental impact, support departmental sustainability goals, and to comply with departmental and municipal purchasing policies.Supports emergency preparedness by maintaining readiness of backup power systems, emergency equipment, and continuity plans for facilities and fleet operations; participates in emergency response procedures, such as fire drills and evacuation plans.Contributes to capital planning and budget development as it relates to assigned area of responsibility.Tracks and manages the lifecycle of assets, including appropriate disposal of damaged or obsolete items.Performs related duties where qualified.INDEPENDENCE:Reports directly to the Manager of Financial Services.Receives technical guidance from sworn officers regarding police procedures, legal requirements and related matters.Works independently within established policies, procedures and guidelines or is assigned by supervisor(s).Work is generated by operational demand.Problems involving deviations from standard procedures are solved by employee and/or referred to supervisor(s).WORKING CONDITIONS:Physical Effort: Lift, carry and stack boxes, material, dangerous goods, ammunition, and equipment. (often) Lift, carry and stack heavy boxes. (occasional) Work from ladders and step stools to retrieve equipment and supplies. (occasional) Sit with arms in unsupported position while keyboarding. (often)Mental Effort: Deal with multiple and continuous requests or multiple work schedules and deadlines. (often) Attention to detail while receiving goods and managing inventories. (frequent)Visual/Auditory Effort: Focus on a variety of source data and computer for long periods. (often)Work Environment: Office/warehouse. Exposure to dust and dirt while managing inventories. (occasional) Constant interruptions. (frequent)KEY SKILLS AND ABILITIES:Comprehensive knowledge of modern warehousing practices, fleet management, and inventory control.Proven ability to maintain accurate inventory and storeroom records.Proficiency in tracking and maintaining data using Excel spreadsheets.Strong understanding of relevant legislation including the Police Act, firearms regulations, Workers Compensation Act, and OH&S regulations.Ability to safely handle sensitive and hazardous materials.Commitment to maintaining a safe and compliant work environment.Sound knowledge of computer applications and data entry procedures.Ability to perform clerical purchasing tasks, process invoices, and maintain accurate financial records.Knowledge of purchasing policies and procedures.Sound record‑keeping and filing skills.Understanding of forecasting and budgeting processes.Excellent interpersonal and communication skills for effective collaboration with staff and suppliers.Strong organizational and time management skills with the ability to prioritize tasks in a fast‑paced environment.Proven ability to work independently and take initiative.Demonstrated problem‑solving skills and critical thinking abilities.Ability to perform manual work and adapt to a potentially dusty, dirty, and odorous work environment.Positive attitude and constructive approach to challenges.QUALIFICATIONS:Formal Education, Training and Occupational Certification: High school graduation. Diploma or certification in logistics, business administration, or supply chain management is preferred. Valid Drivers’ License.EXPERIENCE:Minimum of 3-5 years of related experience or an equivalent combination of education and experience.OTHER:May be requested to substitute in a more senior position. Required to obtain and maintain security and criminal record clearance. Required to sign attestation of confidentiality.APPLY NOW #J-18808-Ljbffr