Maintenance Coordinator

Responsibilities 

1) Request follow-up (maintenance & installations) in ZIP 

• Document, prioritize, and follow up on maintenance and equipment installation requests in ZIP, from opening to closure. 

• Ensure requests include all  information (description, urgency, site, constraints, photos/plans, etc.). 

• Maintain rigorous traceability (statuses, dates, comments, attachments, and exchange history). 

• When purchasing is , provide complete technical/operational information to Procurement/Purchasing and track the request status in ZIP. PO issuance/management, purchasing activities, and ETA ownership remain under Procurement governance. 

• Follow up with stakeholders to ensure timelines are met and files keep moving forward. 

2) Supplier coordination (maintenance only) 

• Contact vendors (maintenance and repair) in accordance with Engineering team recommendations and in compliance with approved vendor lists and Procurement processes. 

• Gather information such as indicative pricing, lead times, and availability, and/or request quotes when  to support the technical decision-making process, in collaboration with the maintenance electromechanic and Procurement/Purchasing. Vendor negotiation, final selection, and purchasing terms fall under Procurement’s responsibility, based on requirements provided by Engineering. 

• Ensure requests are handled with the right suppliers, in accordance with internal practices (approved suppliers, terms and conditions, and arrangements). 

• Follow up operationally on confirmations, deliveries/receipts, and planned interventions, coordinating with Procurement/Purchasing for any purchasing/PO/ETA-related activities. 

3) Planning and communication with stations 

• Notify stations of supplier visits/interventions and coordinate time windows at the most operationally appropriate moment. 

• Reduce operational impacts by proposing planning options (off-peak windows, grouping interventions, etc.). 

4) Proactive management of risks and unplanned delays 

• Identify and escalate unplanned delays quickly (supplier delays, stockouts, access constraints, scope changes). 

• Explore alternative solutions (backup supplier, rescheduling, partial order, expedited shipping, etc.) with the Engineering team, as needed. 

• Keep an up-to-date list of blockers and follow up until resolution. 

5) Internal coordination for site readiness 

• Coordinate with internal teams when  to prepare sites (e.g., electrical installation, safety prerequisites, IT/network). 

• Ensure prerequisites are met prior to the intervention (power supply, space, access, team availability). 

• Facilitate communication among teams to ensure smooth execution. 

6) Administrative support, compliance, and continuous improvement 

• Support document management : quotes, technical documentation, confirmations, intervention reports, proof of receipt, invoices (per process). Purchase orders (POs) are issued and managed by Procurement/Purchasing. 

• Produce basic tracking and indicators (statuses, lead times, volumes, suppliers, causes of delays) and propose improvement opportunities. 

• Contribute to standardizing practices, updating procedures, and optimizing the maintenance request and new equipment purchasing flow. 

Qualifications 

• College diploma in administration, logistics/procurement, industrial management, office administration, or equivalent experience. 

• Relevant experience of 3 to 5 years in coordination, operational follow-up, maintenance, procurement, or supplier management (preferred). 

• Excellent organizational skills, prioritization, follow-up discipline, and administrative rigor. 

• Strong ease with digital tools: MS Office (Excel, Outlook, Teams) and ability to quickly learn a new tool (e.g., ZIP). 

• Intermediate Excel required: ability to manage maintenance trackers, create pivot tables, and generate KPIs related to breakdowns, downtime, and PM compliance. 

• Bilingual French/English (spoken and written) for potential interactions with suppliers and teams nationwide. 

• Ability to work autonomously with good judgment and a strong internal customer service mindset in a high-volume request environment.