Maintenance Coordinator

Salary Range: $55,000.00 To $62,000.00 Annually

The Greater Victoria Harbour Authority (GVHA) is a not‑for‑profit organization that manages many of the iconic waterfront spaces around Victoria. Since its inception in 2002, GVHA has served as a steward of harbour lands once managed by the Government of Canada. GVHA ensures these spaces remain safe, clean, vibrant, accessible, economically sustainable, and respectful of the unceded territories of the lək ̓ʷəŋən People, known today as the xʷsépsəm (Kosapsum) Nation and Songhees Nation. Part of our commitment is to advance our First Nations relationships through meaningful and ongoing collaboration and create a vibrant and harmonious harbour for all.

Purpose of Position

GVHA is seeking a Maintenance Coordinator to support our repairs and maintenance team by managing the administration and scheduling of maintenance activities across all GVHA properties. The position requires strong organizational and administrative skills, along with an interest for working in a marine-focused environment to support the safe and efficient maintenance of waterfront assets, including the Causeway, Fisherman’s Wharf, the Breakwater District at Ogden Point, and the Inner Harbour. The position reports directly to the Manager, Maintenance. This role enjoys comprehensive health benefits (premiums are 100% paid for by GVHA), RRSP matching, subsidized transit pass, annual performance bonus, and paid time off for vacation, illness and volunteering.

Accountabilities

• Works with the manager to develop and manage detailed maintenance schedules and work orders.
• Assists with scheduling all maintenance activities.
• Ensures that all maintenance work complies with safety regulations and industry standards.
• Maintains accurate records of maintenance performed, equipment condition, and maintenance costs.
• Liaises with terminal operator to ensure effectively addressing repairs and maintenance requests.
• Procures necessary maintenance supplies and equipment.
• Works with vendors and contractors as needed.
• Participates in the development and implementation of maintenance policies, procedures, and best practices.
• Assists with maintenance crew schedule, review timecards and input hours for payroll.
• Assists with scheduling training and development for maintenance crew.
• Represents GVHA in a professional and courteous manner.
• Assists in developing a repairs and planned maintenance budget and participates in monitoring expenditures for repairs and maintenance and input into the budget tool.
• Reviews repairs and maintenance budget versus actual results and forecasting costs for future months.
• Assists in maintaining tracking system for cost of maintenance work for invoicing.
• Ensures that appropriate repairs and maintenance charges are assessed to the correct facility and verifies accuracy of maintenance invoices prior to review for authorization by manager.
• Maintains an up-to-date database of suppliers and contractors, and their charge accounts in collaboration with Finance.
• Reconciles visa statements for team leadership.
• Reviews customer work orders from repairs and maintenance crew, ensuring accuracy and completeness, prior to sending to Finance to process invoices.
• Supports other administrative tasks as needed including conducting meter readings, and maintaining certificates of registries, Sharepoint folders, drivers licenses and abstracts, etc.
• Supports the occupational health and safety committee with scheduling and minuting meetings.

Knowledge, Skills, and Abilities

• Minimum 3 years of administration experience in a maintenance and/or construction environment.
• Marine industry background preferred.
• Strong organizational and scheduling skills.
• Excellent communication and interpersonal skills.
• Proficiency in using maintenance planning and scheduling software. Knowledge and experience working with ASANA is considered a strong asset.
• Strong Microsoft Word and Excel skills.
• Basic knowledge and experience with budgeting and forecasting.
• Good knowledge of safety regulations and industry standards. Knowledge of relevant legislation and regulations including WHMIS, Canada Labour Code, Federal Labour Program and WorkSafeBC.
• Familiarity with maintenance equipment and supplies procurement.
• Ability to analyze data and make informed decisions.
• Curious, adaptable, and strong problem solver with an enthusiasm for learning.
• Able to anticipate and identify operational needs or risks.
• Valid Class 5 Driver's Licence is a strong asset.

Working Conditions

• Regular, full-time (40 hours/week) position.
• This position is fully on-site with the office located at 135 Dallas Road.
• Shifts are typically Monday to Friday, 7:00am to 3:30pm with a 30-minute unpaid lunch break.
• Predominantly indoor open office setting with the requirement to spend time in the field locally conducting meetings with contractors, terminal management team, customers and employees as well as follow up on inspections and supervising maintenance activities.
• May be required to work outside normal business hours in order to handle emergencies or ensure that maintenance work does not interfere with regular operations.
• Outdoor work conditions can include marine environment, stairways, docks, steps and ramps in all weather conditions.