Maintenance Coordinator

Recruiting In Motion - Eastern Ontario; Ottawa; On-site; CAD 60,000 - 65,000; Full time

Benefits offered by this job

Mileage reimbursement

Tool allowance

Benefits

Vacation

Job summary

Recruiting In Motion - Eastern Ontario is seeking a proactive Maintenance Coordinator in Ottawa to manage tenant service requests and building operations across multiple residential properties.

The role requires coordinating technicians, scheduling turnovers, and maintaining preventative maintenance programs to ensure high service levels and regulatory compliance. A vehicle is required to travel to sites as needed.

Qualifications

• Receiving, logging, and prioritizing maintenance requests from tenants and property managers via phone, email, and the work order system.
• Creating, issuing, and tracking work orders from intake through completion with accurate notes and cost details.
• Coordinating daily and weekly schedules for in-house service technicians across multiple properties.
• Requesting contractor quotes, issuing purchase orders, and verifying invoices against completed work orders.
• Supporting residential unit turnovers from move-out to move-in with the leasing team.
• Maintaining the preventative maintenance calendar for building systems (HVAC, boilers, elevators, fire/life safety, roofing, plumbing, generators).
• Scheduling regulatory inspections (fire alarm, sprinkler, elevator) and keeping records audit-ready.

Responsibilities

• Receive, log, and prioritize maintenance requests from tenants and property managers via phone, email, and the work order system.
• Create, issue, and track work orders from intake through completion, ensuring accurate notes, cost details, and close-out documentation.
• Coordinate daily and weekly schedules for in-house service technicians, balancing workload across multiple properties.
• Request and compare contractor quotes, issue purchase orders, and verify invoices against completed work orders.
• Support residential unit turnovers from move-out to move-in, collaborating with property managers and leasing team.
• Conduct move-out inspections with photo documentation, develop scopes of work, schedule repairs, painting, flooring, and cleaning.
• Maintain and schedule the preventative maintenance calendar for building systems including HVAC, boilers, elevators, fire and life safety, roofing, plumbing, and generators.
• Schedule regulatory and compliance inspections such as fire alarm and sprinkler testing, elevator inspections, and backflow testing, ensuring records are audit-ready.
• Track recurring maintenance issues and recommend preventative measures to reduce future disruptions.
• Prepare regular reports on open work orders, completion timelines, preventative maintenance status, and contractor spend.
• Maintain accurate records of equipment, warranties, service contracts, and vendor information.
• Draft and distribute building notices to tenants for planned shutdowns, inspections, and service interruptions.

Job description

Position Title: Maintenance Coordinator

Salary & Benefits: $60-65K (mileage reimbursement, quarterly tool allowance, benefits, vacation)

Position Status: Current vacancy

Location: Downtown Ottawa, however, needs a vehicle and must be mobile

Work Model: Onsite

Our Client is dedicated to quality and craftsmanship. Located in Ottawa, they pride themselves on providing a healthy, diverse, and balanced work environment. Working with a team of over 250 Full‑time employees, top contractors and professionals, we have built more than 8,000 Tarion certified homes, 4,000 condominiums and several retirement homes totaling 500 suites. They are currently looking for a Maintenance Coordinator to help the Manager maintain strong service levels for their tenants across the city. The Maintenance Coordinator plays a central role in ensuring smooth, efficient, and well‑organized building operations across a residential portfolio. This position is responsible for managing the full lifecycle of maintenance requests, coordinating technician schedules, supporting unit turnovers, and maintaining compliance and preventative maintenance programs. The ideal candidate is highly organized, communicative, and comfortable balancing multiple priorities in a fast‑paced property management environment.

Key Responsibilities

• Receive, log, and prioritize maintenance requests from tenants and property managers via phone, email, and the work order system.
• Create, issue, and track work orders from intake through completion, ensuring accurate notes, cost details, and close‑out documentation.
• Coordinate daily and weekly schedules for in‑house service technicians, balancing workload, travel time, and skill sets across multiple properties.
• Request and compare contractor quotes, issue purchase orders, and verify invoices against completed work orders.
• Support residential unit turnovers from move‑out to move‑in, collaborating closely with property managers and the leasing team.
• Conduct move‑out inspections with photo documentation, develop scopes of work, and schedule repairs, painting, flooring, appliances, and cleaning.
• Maintain and schedule the preventative maintenance calendar for building systems including HVAC, boilers, elevators, fire and life safety, roofing, plumbing, and generators.
• Schedule regulatory and compliance inspections such as fire alarm and sprinkler testing, elevator inspections, and backflow testing, ensuring records remain audit‑ready.
• Track recurring maintenance issues and recommend preventative measures to reduce future disruptions.
• Prepare regular reports on open work orders, completion timelines, preventative maintenance status, and contractor spend.
• Maintain accurate records of equipment, warranties, service contracts, and vendor information.
• Draft and distribute building notices to tenants for planned shutdowns, inspections, and service interruptions.

The ideal candidate is a detail‑oriented, proactive coordinator with strong administrative and operational skills. They excel at organizing information, communicating clearly with tenants, technicians, and property managers, and managing multiple moving parts with accuracy and urgency. A strong understanding of building systems, maintenance workflows, and vendor coordination is essential. The candidate thrives in a collaborative environment and brings a customer‑service mindset to every interaction. You must have access to a vehicle to get around to the sites periodically.

What will make you stand out: Experience coordinating maintenance operations across multiple residential buildings. Strong knowledge of building systems and preventative maintenance programs. Proven ability to manage high‑volume work order intake with accuracy and efficiency. Exceptional communication skills with a track record of improving tenant satisfaction.

------------------------------------------------------------- AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team. The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.