Maintenance Planner (Administrator)

Summary

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The Maintenance Planner/Administrator is responsible for administrative coordination of facilities maintenance activities in a remote camp environment. This role manages work order entry, tracking, follow-up, documentation, product ordering, receiving, distribution, and inventory support. The position works closely with the Maintenance Manager and Camp Manager to ensure maintenance requests are captured, prioritized, monitored, and completed in a timely and organized manner.

This position requires fly-in/fly-out travel from Edmonton, Alberta or Yellowknife, Northwest Territories, to the project site in Nunavut, with potential for weather-related delays or logistical challenges.

Key Responsibilities:

• Receive, enter, update, monitor, and close maintenance work orders in the designated maintenance system.
• Track open, completed, overdue, preventive, and corrective maintenance items and provide regular updates to the Maintenance Manager and Camp Manager.
• Maintain accurate records for repairs, inspections, service reports, deficiencies, parts usage, receiving records, and maintenance follow-ups.
• Assist with planning and coordinating routine inspections, preventive maintenance, repairs, vendor visits, and contractor support as directed by the Maintenance Manager.
• Prepare, track, and follow up on maintenance-related product orders, purchase requests, parts, supplies, consumables, and materials.
• Receive, verify, organize, and distribute maintenance supplies and materials to the appropriate storage location, technician, or department.
• Support inventory control by tracking stock levels, usage, shortages, damaged goods, and recurring supply requirements.
• Communicate maintenance updates, delays, urgent issues, and operational impacts to the appropriate site leaders and departments.
• Prepare basic reports, trackers, logs, work order summaries, backlog updates, and rotation handover notes as required.
• Support audits, client requests, inspections, and internal reviews by ensuring documentation is accurate, organized, and accessible.
• Follow all company, client, site, health and safety requirements and immediately report hazards, incidents, deficiencies, or maintenance-related risks.

Health, Safety & Compliance

• Complete daily Job Hazard Assessments (JHAs) and Pre-Task Hazard Analyses.
• Ensure compliance with CSA, provincial/territorial codes, and occupational health and safety regulations.
• Participate in safety meetings, drills, and continuous improvement initiatives.
• Wear appropriate PPE and follow all company and client safety protocols.

Physical Demands:

• Lift, carry, push, or pull up to 50 lbs.
• Stand, walk, bend, stoop, and climb ladders or stairs for extended periods.
• Work in confined spaces and at heights when required.
• Tolerate Arctic conditions: heat/cold, wet/humid, and dry/arid environments.

Qualifications

Required Qualifications:

• High school diploma or equivalent required in related field.
• Previous experience in administration, maintenance coordination, facilities support, work order tracking, warehouse, procurement, or operations support preferred.
• Experience in remote camp, industrial, mining, construction, hospitality, or facilities maintenance environments is considered an asset.
• Experience with SAP, SAP Fiori, PROMPT, CMMS, Maximo, or other work order systems is considered a strong asset.
• Strong computer skills, including Microsoft Outlook, Excel, Word, and Teams.
• Strong attention to detail, accurate data entry, and ability to manage multiple follow-up items.
• WHMIS and other site-required training must be completed as required.
• Valid, unrestricted driver's license.

Skills & Competencies:

• Strong organizational, administrative, communication, and follow-up skills.
• Ability to prioritize work in a fast-paced remote camp environment with changing operational needs.
• Good understanding of work orders, maintenance workflows, parts ordering, receiving, inventory tracking, and documentation.
• Ability to work independently while supporting maintenance, camp operations, warehouse, procurement, vendors, and site leadership.
• Dependable, professional, service-focused, and able to escalate urgent issues appropriately.
• Respectful and able to work with diverse, multicultural teams, including Indigenous and Inuit staff