Maintenance Project Coordinator

Halton; Burlington; On-site; CAD 79,000 - 99,000; Full time

Job summary

Halton Region is seeking a Maintenance Project Coordinator to support contract preparation, procurement activities, and Q-App documentation within Public Works. You will help streamline processes and maintain records to ensure timely procurement and contract management.

Reporting to the Superintendent of Treatment Plant Maintenance, you will monitor contract details, advise on renewal options, and collaborate with stakeholders to improve efficiency and controls across maintenance operations in

Qualifications

• Diploma or 3+ years in purchasing or contract administration, public-sector preferred.
• Strong organization and time-management with accuracy.
• Excellent written and verbal communication with stakeholders.
• Experience with SAP OLAs and contract records.
• Proficient in Excel and Word.

Responsibilities

• Coordinate contract preparation and procurement activities with stakeholders.
• Prepare RFQs, RFPs, and RFTs for goods and services.
• Manage procurement documentation, timelines, and records.
• Maintain SAP OLAs, monitor values, expiry and renewals.
• Maintain contract register and reporting for planning.
• Improve Q-App task management and document-control practices.
• Develop process maps and SOPs to support maintenance processes.

Skills

Organizational skills

Time-management

Prioritization

Communication skills

Contract administration

Procurement processes

Document control

MS Office (Excel & Word)

Education

Post-secondary diploma in Business Administration or Public Administration

Tools

SAP

Q-App

Job description

Halton Region is committed to fostering a diverse, inclusive, and equitable workplace that reflects the communities we serve. We value, welcome and respect the unique perspectives and contributions of all individuals. We encourage applications from Indigenous Peoples (First Nation, Métis, Inuit), Black and racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available at any point upon request for candidates participating in the selection process.

If you are looking for a role where you can lead a team towards the delivery of municipal infrastructure projects for the residents of Halton, we want to hear from you. Over the next 10 years, the Region will be investing over $5 billion in transportation, water and wastewater infrastructure. We are committed to delivering high quality infrastructure for the residents, businesses and visitors to Halton Region, and are looking for dedicated, forward thinking and enthusiastic individuals to join our Public Works team!

Posting ID: 5581
Departm ent: Public Works
Division: Water & Wastewater Treatment
Pay Range: $79,432 - $99,290
Job Type: Permanent
Hours of Work: 35 hours per week
Work Location: 1141 Lakeshore, Burlington, Ontario
Employee Group: OCT
Vacancy Status: This posting is for an existing vacancy
Posting Date: November 6, 2026
Application Deadline: November 20, 2026

Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.

Job Summary

Reporting to the Superintendent, Treatment Plant Maintenance, the Maintenance Project Coordinator supports contract preparation and administration, maintenance business process improvement, and Q-App task and document management.

Duties & Responsibilities

Purchasing and Contract Administration

• - Coordinate contract preparation and procurement activities with Purchasing and internal stakeholders. P repare and coordinate Requests for Quotation (RFQs), Requests for Proposal (RFPs), and Requests for Tender (RFTs) for goods and services.
• - Provide support for all procurement processes including the management of docum en tation , submission timelines, evaluation coordination, approvals, and procurement records.
• - Coordinate the creation and administration of SAP Outline Agreements (OLAs), ensuring agreement details, values, and applicable terms are accurately recorded. For existing agreements, monitor contract values, upset limits, expiry dates, renewal options, and extension provisions.
• - Maintain an up-to-date contract register and provide reporting to the Maintenance Leadership Team to support the proactive planning and prioritization of procurement activities in advance of contract expiry dates.
• - Liaise with Purchasing and internal stakeholders to address contract documentation issues and ensure required approvals and supporting records are complete.

Duties & Responsibilities (cont’d)

Maintenance Business Processes and Documentation Management (Q-App)

• - Coordinate and monitor tasks, actions, due dates, approvals, document reviews, and deliverables recorded in Q-App. Report on overdue actions and follow up with responsible individuals to support timely completion and closure.
• - Escalate overdue actions, unresolved documentation issues, and potential compliance concerns to the Maintenance Manager, Superintendent, or appropriate process owner.
• - Maintain Q-App records and supporting documentation to ensure information remains accurate , complete, current, and accessible to authorized users. Monitor document review dates, revision status, and approval requirements.
• - Coordinate document revisions, version control, approval workflows, and records management activities in accordance with established corporate and regulatory requirements.
• - Identify opportunities to improve Q-App task management and document-control practices.
• - Work with the Treatment Plant Maintenance Leadership Team to review and update existing business and administrative processes. Focus on opportunities to improve efficiency, consistency, accountability, and internal controls.
• - Monitor recurring administrative issues, process gaps, and stakeholder feedback to identify trends and recommend corrective or preventive actions.
• - Develop and maintain process maps, standard operating procedures, templates, and administrative tools to support consistent and efficient maintenance business processes.

Skills & Qualifications

• - Post-secondary diploma in Business Administration, Public Administration, or a related field. As an alternative, a minimum of three (3) years of purchasing, contract administration, or related experience, preferably in a public-sector environment. An equivalent combination of education and experience may be considered.
• - Demonstrated organizational, time-management, and prioritization skills, with the ability to manage multiple competing deadlines while maintaining a high degree of accuracy and attention to detail.
• - Strong written, verbal, and interpersonal communication skills, with the ability to coordinate activities, prepare and maintain documentation, follow up on action items, and establish effective working relationships with internal and external stakeholders.
• - Experience coordinating contracts, preparing procurement or administrative documentation, and maintaining contract records.
• - Experience reviewing business processes, coordinating administrative or operational tasks, and maintaining controlled documentation or records.
• - Working knowledge of SAP, including the administration of Outline Agreements (OLAs), is preferred.
• - Experience using Q-App or a comparable records management, quality management, or document control system is considered an asset.
• - Proficiency in Microsoft Office applications, particularly Excel and Word.

Working/ Employment Conditions

• - A copy of driver’s license and a driver’s abstract.

Important information about your application:

• - In accordance with requirements in Ontario Regulation 191/11 – Integrated Accessibility Standards and the Ontario Human Rights Code, Halton Region will accommodate the needs of individuals with disabilities throughout the recruitment process. If you require accommodation at any stage of the recruitment process, please inform the Talent Acquisition representative of the nature of the accommodation(s) you require.
• - Applications will be accepted until 11:59 p.m. on the deadline date specified on the posting.
• - We encourage applications from all qualified individuals; however, only those under consideration will be contacted.
• - Personal information collected through the job application process will only be used for the purpose of determining qualifications for employment.
• - If selected for an interview, you will be contacted by email and/or phone. Please ensure the contact information provided on your resume is up to date and that you check your email and voicemail regularly.

Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high-quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service-focused, and award-winning employer with a diverse and inclusive work environment.