Maintenance Coordinator

Intelcom•Montreal, QC

5d•Onsite

About The Position

Intelcom | Dragonfly is Canada’s leader in last-mile logistics, with operations across three continents. We are seeking a Maintenance Coordinator to play a strategic role in managing maintenance and equipment installation requests. This role is crucial for ensuring the smooth operation of our sorting stations by coordinating with internal teams, external suppliers, and managing the entire lifecycle of maintenance requests.

Requirements

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

Nice To Haves

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

Responsibilities

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 required information (description, urgency, site, constraints, photos/plans, etc.). Maintain rigorous traceability (statuses, dates, comments, attachments, and exchange history). When purchasing is required, 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.
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 required 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.
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.).
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.
Coordinate with internal teams when required 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.
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.