Coordinator, Repairs and Maintenance- Bilingual

Reporting to the Manager, Repairs and Maintenance, the Repairs and Maintenance Coordinator will support the safe, efficient, and reliable operation of our Repair & Maintenance department. This role is responsible for coordinating maintenance requests, scheduling repairs, working with vendors and internal teams, tracking work orders, and helping ensure our sites remain operational, compliant, and well maintained.

The ideal incumbent is highly organized, responsive, and comfortable managing multiple priorities in a fast-paced environment. They bring strong communication skills, sound judgment, and a practical understanding of facility and maintenance operations.

Key Responsibilities:

• Coordinate maintenance and repair activities for convenience stores, car washes, offices, and other company facilities.
• Receive, prioritize, and track service requests from site teams, managers, and internal departments.
• Schedule preventive maintenance and corrective repairs to reduce downtime and maintain safe operating conditions.
• Communicate with external vendors, contractors, and technicians to assign work, confirm scope, monitor progress, and ensure timely completion.
• Follow up on open work orders and keep stakeholders informed of timelines, delays, and resolution status.
• Maintain accurate records of maintenance requests, completed repairs, vendor invoices, service reports, and asset history.
• Support cost control efforts by obtaining quotes, reviewing service details, and helping ensure repairs are completed within budget.
• Assist with inventory coordination for maintenance-related materials, parts, and supplies where required.
• Monitor contractor performance and escalate recurring quality, safety, or service issues as needed.
• Help ensure compliance with company standards, health and safety practices, and applicable regulatory requirements.
• Work closely with Operations, Retail, Fuel, and Facilities teams to identify priorities and support ongoing site upkeep.
• Prepare basic reports and updates on work order volume, repair trends, vendor response times, and maintenance activity.
• Help prepare and administer RFQs for maintenance, repair, capital, and seasonal service contracts, including scope development, vendor solicitation, bid evaluation, contract recommendations, and performance expectations.
• Any other duties that may be reasonably required.

Qualifications:

• Post-secondary education in Business Administration, Facilities Management, operations, or a related field will be considered an asset.
• 3-5 years of experience in maintenance coordination, facilities coordination, repair dispatching, property operations, or a related role.
• Experience working with work order systems, maintenance tracking tools, or CMMS platforms (MaintainX) is an asset.
• Strong organizational and time-management skills with the ability to handle multiple service requests at once.
• Excellent verbal and written communication skills.
• Strong problem-solving ability and attention to detail.
• Comfortable working with vendors, field teams, and internal stakeholders across multiple locations.
• Proficiency with Microsoft Office, especially Excel, Outlook, and Word are required.
• Knowledge of facility maintenance, building systems, convenience store site operations, carwash systems or contractor coordination is an asset.
• Familiarity with health and safety practices in commercial or industrial environments in Ontario is an asset.

Key Skills:

• Work order coordination
• Vendor management
• Scheduling and follow-up
• Record keeping and documentation
• Budget awareness
• Multitasking and prioritization
• Communication and teamwork
• Problem-solving

Working Conditions:

• Office-based role (Maxville, Ontario) with regular communication with field locations, contractors, and internal departments.
• May require occasional travel to company sites.
• Availability to respond to urgent maintenance issues outside regular hours may be required from time to time.