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.
• Proofreads 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 troubleshoots 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.
• Formalizes 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.
• Coordinates unionized processes such as tracking accumulated overtime, sign-up and bid, tool and meal allowance and other activities that support the Maintenance staff.
• Organizes sectional employee orientations and other HR activities.
• Prioritizes and schedules work activities to ensure workflow efficiencies are achieved.

Teamwork and Cooperation:

• Represent the Transit Maintenance group and acts as first point of contact as it relates to administrative and procedural requirements.
• Participates in working groups that focus on operational improvements and workflow new initiatives to ensure seamless changes are implemented.
• Liaise with other Transit departments as well as City departments to achieve cross-functional goals and objectives.

Continuous Improvement:

• Assist all areas of the Maintenance department with continually improving processes. This includes analyzing processes on a regular basis and providing the Manager of Maintenance with suggestions.
• Assisting with the redesign of processes and ensuring feasibility of solutions.
• Responsible for administration of any changes and dissemination of information to staff.

SELECTION CRITERIA:

EDUCATION:

• Post secondary degree or Diploma in Business Administration or related discipline

EXPERIENCE:

• Experience in a supervisory position (3 plus years preferred), emphasis on Administration in a unionized environment

OTHER SKILLS AND ASSETS:

• Excellent written and verbal communication skills
• Proficient in use of Microsoft Professional Office
• Additional computer skills such as MS and Fuel Zone, Peoplesoft and IMS are assets