Coordinator – Maintenance, Facilities and Vendors

Job Description

Coordinator

Maintenance, Facilities and Vendors

Do you enjoy varied workdays, solving practical issues, and helping ensure smooth operations? Take advantage of a hybrid work model and join a multisite environment where you will coordinate maintenance requests, vendor services, and the purchasing of goods and services required for operations.

Our client, a growing company in the logistics sector, is looking for a versatile, resourceful, and solution-oriented individual. You will play a central role in managing routine and urgent needs related to facilities, equipment, supplies, and external services, while helping improve processes and tracking tools.

What is in it for you:

• Salary: 57K-62K per year.

• Permanent, full-time position.

• 40-hour workweek.

• 4 days in the office and 1 day working remotely.

• Position primarily based in Saint-Eustache.

• Occasional travel between the Saint-Eustache and Mirabel sites.

• Reimbursement of work-related travel expenses.

• Comprehensive group insurance after 3 months of service.

• Employee assistance program.

• Access to telemedicine.

• Company-provided cell phone or monthly allowance.

• 3 weeks of vacation.

• 5 paid sick days per year.

• 5 additional unpaid days.

• 1 anniversary day off for each completed year of service.

Responsibilities:

• Receive, assess, and prioritize requests related to maintenance, repairs, facilities, equipment, and operational needs across the various sites.

• Respond promptly to urgent situations that may affect operational continuity, including breakdowns, unexpected repairs, and immediate equipment or supply needs.

• Identify appropriate vendors, request quotes, compare options, and coordinate required services.

• Communicate with service providers to negotiate pricing, terms, response times, and service agreements.

• Plan and coordinate vendor and technician visits across the various sites and follow up until requests are fully resolved.

• Coordinate services related to facility maintenance and proper building operation, including electrical work, doors, equipment, general repairs, and other facility-related needs.

• Schedule required periodic inspections for certain equipment, safety devices, or facilities and follow up with the appropriate vendors.

• Handle indirect purchasing of goods, consumables, supplies, safety equipment, and MRO items required for operations.

• Create purchase orders in QuickBooks Online and provide vendors with the information required to deliver services or goods.

• Follow up on orders, delivery timelines, service calls, and vendor commitments.

• Maintain up-to-date information on vendors, quotes, contracts, service agreements, orders, and completed services.

• Gradually develop a structured portfolio of reliable vendors for various categories of goods and services.

• Identify new vendors and establish alternative solutions to reduce sourcing time when urgent needs arise.

• Work closely with teams across different sites to understand their needs, establish priorities, and provide effective internal service.

• Travel occasionally between the Saint-Eustache and Mirabel sites to meet vendors, coordinate certain services, or assess needs on site.

• Contribute to the improvement and standardization of processes related to service requests, purchasing, vendors, and service tracking.

• Recommend simple and effective ways to automate or better organize certain administrative activities.

• Use and contribute to improving departmental tracking tools, including Excel, SharePoint, Microsoft Lists, Power Apps, and Power Automate, with support from the Information Technology team.

• Document work methods and contribute to the creation or updating of procedures.

• Prepare and maintain tracking dashboards to provide visibility into open requests, services, costs, timelines, and vendor service levels.

• Ensure the quality and consistency of information recorded in departmental tools.

• Provide Accounting with purchase orders, quotes, and supporting documents required to process purchases and expenses.

• Work with the Accounting Technician to resolve discrepancies between purchase orders, invoices, and available documentation.

What you will need to succeed:

Required qualifications

• College diploma (DEC) in administration, operations management, facilities management, logistics, or another relevant field, or an equivalent combination of education and experience.

• 2-4 years of experience in a role involving maintenance coordination, vendor management, indirect purchasing, facility services, operations administration, or comparable responsibilities.

• Hands-on experience coordinating service providers, including vendor sourcing, requests for quotes, negotiations, scheduling services, and follow-up.

• Ability to manage routine requests and urgent situations simultaneously in an operational environment.

• Good understanding of the purchasing process, purchase orders, and invoice tracking, without requiring specialized accounting expertise.

• Good proficiency in Microsoft Excel and Microsoft 365.

• Comfortable using technology and interested in improving work methods.

• Ability to travel occasionally between the Saint-Eustache and Mirabel sites.

• Fluency in French and functional English to communicate with certain vendors and partners, including to support the needs of a site located in the United States.

Preferred qualifications

• Experience in maintenance coordination, facilities management, building services, or an industrial, logistics, or multisite environment.

• Experience in a growing organization where processes and tools need to be developed or improved.

• Experience using QuickBooks Online to create and track purchase orders.

• Knowledge of Power Apps, Power Automate, SharePoint, Microsoft Lists, Power Query, or comparable tools.

• Experience with indirect purchasing, MRO items, safety equipment, or maintenance services.

• General knowledge of periodic inspections, preventive maintenance, or occupational health and safety requirements.

Soft skills

• Excellent prioritization skills and ability to remain effective when several urgent requests arise simultaneously.

• Resourcefulness and ability to quickly identify practical solutions.

• Strong internal service orientation and focus on minimizing operational disruptions.

• Autonomy, initiative, and ability to take ownership of a request through to completion.

• Excellent communication skills when working with vendors, operational teams, and various internal departments.

• Strong negotiation skills and ability to compare costs, timelines, and quality of proposed services.

• Strong organizational skills, attention to detail, and effective follow-up.

• Versatility and ability to work effectively in an environment where daily activities and priorities can change quickly.

• Ability to work in a developing environment where processes are not yet fully structured.

• Ability to organize information, document processes, and recommend practical improvements.

• Technological curiosity and ability to learn new tools.

• Team-oriented approach and ability to collaborate with Operations, Finance, Information Technology, and external vendors.

Why Recruit Action?

Recruit Action (agency permit: AP-2504511) provides recruitment services through quality support and a personalized approach. As part of the screening process, some applications may be reviewed using artificial intelligence tools. Only candidates who meet the hiring criteria will be contacted.