Maintenance Coordinator

Ferguslea Properties Limited•Ottawa, ON

2d•Onsite

About The Position

The Maintenance Coordinator is responsible for organizing the daily workflow of maintenance technicians, ensuring work orders are prioritized, assigned, tracked, and completed efficiently. This role acts as the operational hub between operations staff, vendors, customer service, and finance, with a strong focus on work order management, purchase order tracking, invoice alignment, and rapid response to high-priority reactive maintenance issues. The ideal candidate is highly organized, calm under pressure, detail-oriented, and capable of keeping multiple moving parts aligned in a fast-paced property operations environment.

Requirements

Strong organizational and dispatching skills.
Experience coordinating maintenance, facilities, property operations, construction, or service-based teams.
Ability to prioritize competing demands in real time.
Strong attention to detail, especially with work orders, POs, invoices, and vendor documentation.
Clear written and verbal communication skills.
Comfortable working with maintenance management software, work order systems, spreadsheets, and email.
Ability to remain calm and decisive during urgent operational issues.

Nice To Haves

Basic understanding of building maintenance, trades, vendor services, and property operations is an asset.
Experience reviewing invoices, purchase orders, quotes, or service documentation is preferred.

Responsibilities

Organize and coordinate technicians’ daily work schedules based on urgency, location, availability, skill set, and operational priorities.
Review incoming work requests and determine appropriate next steps, including technician assignment, vendor escalation, or additional information gathering.
Monitor technician workload throughout the day and adjust priorities as urgent issues arise.
Communicate clearly with technicians to ensure they understand priorities, timelines, required materials, and access details.
Follow up on incomplete, delayed, or aging work orders to ensure timely resolution.
Manage the full lifecycle of maintenance work orders from intake to completion.
Review, categorize, prioritize, and assign work orders accurately.
Ensure work order notes, statuses, labour details, photos, vendor updates, and completion information are properly documented.
Identify recurring maintenance issues and escalate patterns to management.
Maintain strong visibility over open work orders, urgent items, overdue tasks, and outstanding follow-ups.
Create, manage, and track purchase orders related to maintenance work, materials, vendor services, and project-related tasks.
Ensure POs are issued accurately and aligned with approved scopes, pricing, and budget expectations.
Coordinate with vendors to confirm availability, pricing, timelines, and completion updates.
Track outstanding POs and follow up on missing documentation, incomplete work, or delayed vendor responses.
Support management in maintaining cost control and operational accountability.
Review vendor invoices against approved purchase orders, completed work orders, quotes, and service records.
Confirm invoices are accurate, properly coded, and aligned with completed work before submission for approval or payment.
Identify discrepancies between invoices, POs, and actual work completed.
Work with vendors, technicians, and internal teams to resolve billing issues, missing backup, or incorrect charges.
Maintain organized records for invoices, work orders, purchase orders, and supporting documentation.
Monitor and coordinate urgent reactive maintenance issues, including leaks, floods, life-safety concerns, access issues, service interruptions, and resident-impacting emergencies.
Quickly assess urgency and mobilize the appropriate technician, vendor, or escalation path.
Keep stakeholders informed during high-priority incidents, including property teams, residents where applicable, vendors, and management.
Track urgent work through to resolution and ensure proper documentation is completed afterward.
Support after-action follow-up for recurring or high-impact issues.