Maintenance Coordinator, Office Services in Mississauga

Overview We are looking for a Maintenance Coordinator, Office Services to support the day-to-day operations, maintenance, safety, and overall functionality of our 4980 Tahoe Blvd Head Office.

This role is responsible for coordinating facilities maintenance, equipment, third-party service providers, space planning, building access, and other office services.

The Maintenance Coordinator will also support workplace health and safety initiatives, manage purchasing activities, and help ensure a safe, secure, efficient, and well-maintained work environment.

The successful candidate will be highly organized, detail-oriented, and service-focused, with strong communication, problem-solving, and coordination skills.

• What You'll Be Focusing On
• Facilities, Maintenance & Health and Safety
• Monitor Head Office and Warehouse facilities to ensure they remain safe, secure, and well maintained.
• Investigate and coordinate the resolution of building occupant concerns related to lighting, temperature, noise, cleanliness, air quality, and insect or rodent intrusion, in accordance with company policies and applicable regulations.
• Act as the primary contact for building maintenance staff and service providers.
• Coordinate maintenance activities, service agreements, property-related contracts, building access, and security services.
• Regularly review and coordinate seasonal preventative maintenance activities to support the ongoing functionality of facilities.
• Work with the Joint Health and Safety Committee to support hazard identification, risk assessment, and compliance with applicable health and safety standards at the 4980 Tahoe Head Office.
• Support employees' ergonomic needs in collaboration with Health and Safety by assisting with equipment adjustments and practical workplace solutions.
• Ensure contractors and suppliers comply with applicable safety procedures and insurance requirements.
• Oversee contractors onsite to ensure adherence to safety rules and work requirements.
• Collect and maintain required contractor documentation and safety signoffs, including insurance certificates, harness training records, and WHMIS documentation.
• Office Services, Purchasing & Vendor Management
• Assess, reorganize, and participate in the planning of existing or new office and warehouse spaces to accommodate changing business and facility requirements.
• Communicate space changes and plans clearly to all affected parties.
• Coordinate the day-to-day delivery of office services through third-party providers, including records storage, recycling, garbage collection, landscaping, snow removal, window cleaning, and day and night cleaning services.
• Assist with purchasing office supplies, equipment, and furniture.
• Monitor purchasing budgets, research suppliers, evaluate pricing and delivery timelines, and identify cost-saving opportunities.
• Negotiate office supply pricing with vendors and establish volume-pricing agreements.
• Negotiate purchase prices, leasing arrangements, and cost-per-page agreements for office equipment.
• Review office purchase requisitions for accuracy, terminology, and specifications, and prepare purchase orders and/or Requests for Expenditure, as required.
• Verify delivered goods against order specifications, review supplier invoices against purchase orders for accuracy, and coordinate equipment delivery and installation.
• Coordinate copier maintenance and repairs, including toner replacement, and follow up with third-party suppliers to ensure timely service.
• Verify building access requirements and coordinate with IT to arrange ID cards and access credentials for employees, contractors, and guests.
• Maintain clean, organized, and safe work areas in accordance with company standards and requirements.
• Meeting Room Technology & Workplace Readiness
• Act as the first line of support for basic AV and IT issues in meeting rooms and focus rooms.
• Troubleshoot common issues involving room displays, monitors, docking stations, cables, connectivity, microphones, cameras, and conferencing equipment.
• Conduct routine checks to ensure meeting rooms, focus rooms, and shared workplace areas are clean, organized, functional, and ready for use.
• Respond promptly to technical issues that may disrupt meetings, presentations, or virtual collaboration.
• Coordinate repairs, equipment replacements, and service requests with IT, AV support teams, and third-party vendors.
• Escalate complex hardware, software, network, or system issues to the appropriate support team and follow up to ensure timely resolution.
• Maintain accurate records of maintenance requests, technical issues, service calls, and resolutions.
• Identify recurring issues and communicate trends or recommendations for corrective action.
• Provide responsive, professional customer service to employees and visitors.
• What You Should Have
• An undergraduate degree and a minimum of 2 years of relevant experience, or a DEC and a minimum of 4 years of relevant experience.
• Experience coordinating facilities maintenance, office services, purchasing activities, or third-party service providers is an asset.
• Strong organizational and time management skills, with the ability to prioritize multiple requests and coordinate competing deadlines.
• Excellent communication and interpersonal skills, with the ability to work effectively with employees, vendors, contractors, and internal stakeholders.
• Strong attention to detail and problem-solving skills, with the ability to investigate issues, follow through on requests, and identify practical solutions.
• A customer-service-oriented approach, with a commitment to maintaining a safe, professional, and well-functioning workplace.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Power Point.
• Experience using project management, space planning, or office design software, such as Office Space, as well as other relevant business applications.
• Strong computer skills and the ability to operate and troubleshoot common office equipment, including printers, photocopiers, and fax machines.
• Perform other duties as required.
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