Maintenance Coordinator

8 months ago

Cambridge, Canada Satellite Community Homes Full time

**Satellite Community Homes**
**Maintenance Coordinator**

**A. Introduction**
The Maintenance Coordinator serves as a representative of the organization having direct contact with residents, various suppliers and contractors. To successfully carry out the position of Maintenance Coordinator, the Coordinator must quickly develop working knowledge of the buildings that are part of the housing portfolios managed by Satellite Community Homes.

Given the nature of the work, the Maintenance Coordinator must be a person who feels a genuine sense of responsibility for the facilities and their occupants. They employee must have strong working knowledge of current legislation related to the maintenance of rental housing. This includes but is not limited to, the Residential Tenancies Act, the Building Code, the Fire Code, etc.

**B. Hours of Work**
37.5 hours a week, in addition to rotating on-call function (currently a minimum 11 weeks a year)

**C. Accountability**
The Maintenance Coordinator reports to the Facilities Manager with overall accountability to the Executive Director.

**D. Confidentiality**
The Maintenance Coordinator shall not disclose the business of the Non-Profits before or after the term of employment by the Non-Profit, or use for her/his own purpose, or for the purpose of any other organization or individual, any information which she/he may acquire concerning the operation of the Non-Profit.

**E. Duties**

**1. General**
The Maintenance Coordinator is responsible for all aspects of the administration of special projects as well as ongoing maintenance contracts with respect to the rental housing facilities.

In general, the Maintenance Coordinator is required to:
a. Direct and oversee cleaning and maintenance of buildings, grounds and equipment to strict standards set out by the Non-Profit;
b. Act as liaison between the residents, various suppliers and contractors and the Facilities Manager;
c. Ensure that all work is performed to industrial safety standards, and that WHMIS standards are applied where applicable;
d. Attend to the general safety and security of the housing portfolio;
e. Ensure that all inspections are completed and that life safety equipment is fully functional at all sites
f. Conduct annual fire drills and assist with monthly fire inspections as required at all apartment buildings, including coordinating the involvement of other Staff, Key Holders and theCambridge Fire Department
g. Respond to emergency maintenance situations;
h. Ensure strict adherence to the quoting and spending policies of the corporations including:

- ensuring a competitive process for the procurement of goods and services
- appropriate approval of expenditure(s), by the Board via the Executive Director/Managers, and,
- maintaining appropriate documentation and other records

i. Facilitate the inspection of workmanship and verification of work completed in compliance with the specified terms of the contracts;
j. Facilitate unit improvement requests and response to tenants as required;
k. Assist the Facilities Manager/Executive Director to ensure that Building Condition Assessments/Technical Audits are reviewed and outcomes of audits are amalgamated into existing capital, operating and preventative maintenance strategies.
l. Respond to day to day maintenance work requests as required.

**2. Preventative Maintenance and Special Projects**
a. Prioritize, schedule and administer preventative maintenance programs and special projects;
b. Administer procurement process for ongoing and routine maintenance and cleaning contracts, as required;
c. Plan and implement seasonal work as required;
d. Ensure that all work is performed in accordance with applicable legislation including workplace health and safety standards, WHMIS, Building Code, etc.;
e. Work with the Facilities Manager to ensure preventative and routine maintenance contracts are in place, to administer these contracts and to ensure that the Non-Profit(s) are in compliance with the Ontario Fire Code and other current legislative requirements;
**3. Record Keeping**
a. Ensure that accurate records of all maintenance work, purchase orders, inspections, follow-up to inspections and capital projects, including tendering, contract documents, capital replacement, inspections and payment authorizations are maintained using prescribed software;
b. Document any significant events, serious incidents, changes to services, problems, etc.;
c. Keep a record of tenant damages at annual inspections and refer to appropriate staff for invoicing;
d. Track and record time spent on work related to each corporation.

**4. Purchasing & Financial**
a. Gather written quotes, as required, for selecting maintenance, cleaning and capital replacement contractors in accordance with the Non-Profit's policies;
b. Assist the Facilities Manager/Executive Director in analyzing portfolio preventative maintenance and capital replacement and in preparation of annual operating and capital budget

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