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Position Summary

The Maintenance Coordinator is responsible for organizing, scheduling, and tracking maintenance activities to ensure equipment, facilities, and systems operate efficiently and safely. This role acts as the central point of communication between maintenance staff, vendors, and internal departments. The maintenance coordinator is also responsible for the coordination of RHC housing including, scheduling property maintenance, coordinating repairs, scheduling cleaning services, and overall assurance of safe, clean, and well-functioning housing units. This role acts as a liaison between tenants, HR, and management to address housing needs efficiently and maintain high quality of spaces. This role is responsible for ensuring effective use of housing and routine reporting and tracking to reflect such.

Qualifications

• Completion of a post secondary education at the college level, training and experience deemed acceptable by the Employer.
• Experience in maintenance coordination, facilities management, or a related field.
• Knowledge of basic building systems (plumbing, electrical, HVAC).
• Excellent communication and customer service abilities.
• Ability to work independently and problem-solve effectively.
• Excellent organizational and time management skills with the ability to multi-task and prioritize workload.
• Proficiency in Microsoft Office or property management software.
• Proficiency in computerized maintenance management systems.
• inventory, purchasing and receiving control experience.
• Demonstrated strong interpersonal skills with the ability to function effectively independently, within a team, with front line personnel, and management.
• Demonstrated ability to function effectively in a fast-paced healthcare environment.
• Proven ability to perform the essential duties of the position on a regular basis.

Key Responsibilities:

Maintenance Coordination

• Receive, track, and prioritize maintenance requests from tenants or staff
• Schedule corrective and preventative maintenance activities
• Coordinate repairs with internal maintenance teams or external contractors
• Conduct routine inspections of units and common areas to identify issues
• Ensure timely completion of work orders and follow up on outstanding tasks
• Creates, updates, and tracks work orders from request to completion.
• Manages inventory of spare parts, materials, and maintenance supplies to ensure availability.
• Ensure equipment and facilities are maintained to operational standards
• Assist in troubleshooting maintenance issues and escalating when necessary

Housing Oversight

• Monitor housing units to ensure they meet health, safety, and regulatory standards
• Assist with unit turnovers, including inspections, cleaning coordination, and repairs
• Maintain accurate records of occupancy, maintenance history, and inspections
• Support tenant move-in and move-out processes
• Assist Manager or Delegate with securing and maintaining leases

Vendor & Contractor Management

• Source, schedule, and communicate with external service providers (plumbing, electrical, HVAC, etc.)
• Obtain quotes and ensure work is completed within budget
• Assist Manager or Delegate with verifying quality of work and approve invoices for payment

Tenant Relations

• Respond promptly to tenant inquiries and maintenance concerns
• Communicate repair timelines and updates clearly
• Promote positive tenant relationships and address concerns professionally

Compliance & Safety

· Ensure properties comply with local housing regulations, codes, and safety standards

· Coordinate regular safety checks (fire alarms, extinguishers, emergency systems)

· Maintain documentation for inspections and compliance requirements.

· Performs routine facility inspections to identify repairs needed and ensures compliance with safety regulations.

· Assist Occupational Health & Safety with outstanding workplace inspection deficiencies at all sites.

  Joint Health and Safety certification is an asset.

Administrative Duties

• Maintain maintenance logs, reports, and documentation
• Track budgets, expenses, and inventory of supplies
• Prepare and maintain accurate reports for management on maintenance and housing activities
• Maintains confidentiality within all aspects of the position.
• Performs other such duties as may be assigned.
• Assist Manager or Delegate with Purchase Orders.
• Assist Manager or Delegate with Purchase Order Completion.
• Assist Manager or Delegate with daily payroll updates.
• Assist Manager or Delegate with Quality Improvement plans/reports.
• Assist Manager or Delegate with Corporate education tracking.

CONDITIONS OF EMPLOYMENT

•     Human Resource, Corporation, and Department Policies
•     Must provide satisfactory criminal record check
•     Ontario G License
•     Health and Safety Policies & Procedures