Maintenance Coordinator

**Job Description**:
**JOB TITLE**:Co-ordinator, Maintenance

**DEPARTMENT**:Transit

**POSTING NUMBER**:106729

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:Full Time Permanent

**HOURS OF WORK**:35 hour workweek

**LOCATION: Brampton** Transit, Sandalwood Pkwy.

**SALARY GRADE**:4

**HIRING SALARY RANGE**:$78,979.00 - $88,852.00 per annum

**MAXIMUM OF SALARY RANGE**:$98,724.00 per annum

**JOB TYPE**:Management and Administration

**POSTING DATE: April** 22, 2025

**CLOSING DATE: May** 6, 2025

**AREA OF RESPONSIBILITY**:
Reporting to the Senior Manager of Maintenance, this position provides co-ordination and facilitation of communication and workflow activities to the Maintenance management team and Maintenance employees. Coordinates all Maintenance administrative functions for the section. Supervises Maintenance Clerks to ensure workflow efficiencies are achieved within Transit service guidelines.

**Leadership.**
- Supervise Maintenance Administration Employees.
- Establish performance objectives, assign work and motivate staff through daily coaching and guidance.
- Ensure a safe, functional and efficient work environment.
- Responsible to ensure adherence to Corporate Human Resources and Health & Safety policies and procedures, legislative requirements and collective agreements.
- Act as Human Resources, Payroll and IT liaison for all Maintenance Employees, providing efficient resolve where possible and escalating issues where necessary

**Information co-ordination.**
- Responds to vendors and external customers in a timely manner and ensures the information is delivered with integrity and confidentiality.
- Coordinates mail and courier services, maintenance, supply and other general office needs.
- Handles electronic, written and verbal requests for information.
- Prioritizes escalated inquiries and responds accordingly, or forwards to others for a response.
- Anticipates Manager and staff’s need for information and is proactive to provide it. Organizes and manages the filing of documentation, including ensuring that retention by-laws are being abided by. deadlines and maintaining cost efficiency.
- Responsible for information dissemination to all Maintenance Employees through different methods.

**Communication and scheduling support.**
- Prepares correspondence to support Transit Maintenance staff.
- Assists in the creation of reports, spreadsheets and presentations in support of management reporting requirements.
- Proof reads documents for accuracy and completeness.
- Prepares and distributes various meeting minutes and agendas.
- Conducts research on topics as required and makes recommendations based on analysis. Represents the Maintenance Manager on various cross-functional teams.
- Co-ordinates meetings, distributes agendas and compiles comprehensive minutes. Provides travel arrangement support.
- Scheduling of Maintenance staff for training, meetings and other activities.
- Responsible for the administration of Statutory Holiday Bids, including assigning shifts to all Maintenance Employees based on ESA and Collective Agreement regulations.
- Scheduling of quarterly shift bids, ensuring that documentation and online bid system is prepared for time of bid.
- Scheduling of Vacation Bids, ensuring that online bid system and bidding documents are available for bidding.

**Operational Support.**
- Co-ordinates the processing of employee requests and obtains the necessary approvals. Responds to general inquiries regarding procedural handling.
- Assists the Manager, Maintenance and Supervisors, Vehicle Maintenance with the coordination and tracking of all human resources related matters.
- Escalates issues as required, but trouble shoots issue for immediate resolve.
- Conducts business and financial research and analysis as required, to establish benchmarks, best practices and recommend change on an ad hoc/project basis.
- Formalize presentation material, sectional service plans and in-house tracking systems.
- Provides support to the Manager of Maintenance and Supervisors, Vehicle Maintenance with regard to employee performance management and attend disciplinary and investigative meetings as required.
- Acts as the space planning floor coordinator for all Transit Locations.
- Researches employee issues and provides overview and recommendation to Manager for resolution.
- Ensure all licensing requirements and renewals for all of the fleet are completed and ensure no service disruptions.
- Administers purchasing of office supplies and tracks and reports on monthly budget expenses.
- Oversee the reconciliation of all invoices through Purchasing Card, Purchase Orders, Cheque Requisitions, ensuring proper procedures are followed.
- Administration for the Joint Health and Safety Committee.
- Responsible for Winter Maintenance tracking

**Functional Guidance.**
- Provides direction and functional guidance to the maintenance administrative staff including the provision of back-up duties as needed.