Maintenance Coordinator, Office Services

Overview   We are looking for a Maintenance Coordinator, Office Services to support the day-to-day operations, maintenance, safety, and overall functionality of our 4980 Tahoe Blvd Head Office. This role is responsible for coordinating facilities maintenance, equipment, third-party service providers, space planning, building access, and other office services.   The Maintenance Coordinator will also support workplace health and safety initiatives, manage purchasing activities, and help ensure a safe, secure, efficient, and well-maintained work environment. The successful candidate will be highly organized, detail-oriented, and service-focused, with strong communication, problem-solving, and coordination skills.   Here's What You'll Be Focusing On   Facilities, Maintenance & Health and Safety Monitor Head Office and Warehouse facilities to ensure they remain safe, secure, and well maintained. Investigate and coordinate the resolution of building occupant concerns related to lighting, temperature, noise, cleanliness, air quality, and insect or rodent intrusion, in accordance with company policies and applicable regulations. Act as the primary contact for building maintenance staff and service providers. Coordinate maintenance activities, service agreements, property-related contracts, building access, and security services. Regularly review and coordinate seasonal preventative maintenance activities to support the ongoing functionality of facilities. Work with the Joint Health and Safety Committee to support hazard identification, risk assessment, and compliance with applicable health and safety standards at the 4980 Tahoe Head Office. Support employees' ergonomic needs in collaboration with Health and Safety by assisting with equipment adjustments and practical workplace solutions. Ensure contractors and suppliers comply with applicable safety procedures and insurance requirements. Oversee contractors onsite to ensure adherence to safety rules and work requirements. Collect and maintain required contractor documentation and safety signoffs, including insurance certificates, harness training records, and WHMIS documentation.   Office Services, Purchasing & Vendor Management Assess, reorganize, and participate in the planning of existing or new office and warehouse spaces to accommodate changing business and facility requirements. Communicate space changes and plans clearly to all affected parties. Coordinate the day-to-day delivery of office services through third-party providers, including records storage, recycling, garbage collection, landscaping, snow removal, window cleaning, and day and night cleaning services. Assist with purchasing office supplies, equipment, and furniture. Monitor purchasing budgets, research suppliers, evaluate pricing and delivery timelines, and identify cost-saving opportunities. Negotiate office supply pricing with vendors and establish volume-pricing agreements. Negotiate purchase prices, leasing arrangements, and cost-per-page agreements for office equipment. Review office purchase requisitions for accuracy, terminology, and specifications, and prepare purchase orders and/or Requests for Expenditure, as required. Verify delivered goods against order specifications, review supplier invoices against purchase orders for accuracy, and coordinate equipment delivery and installation. Coordinate copier maintenance and repairs, including toner replacement, and follow up with third-party suppliers to ensure timely service. Verify building access requirements and coordinate with IT to arrange ID cards and access credentials for employees, contractors, and guests. Maintain clean, organized, and safe work areas in accordance with company standards and requirements.   Meeting Room Technology & Workplace Readiness Act as the first line of support for basic AV and IT issues in meeting rooms and focus rooms. Troubleshoot common issues involving room displays, monitors, docking stations, cables, connectivity, microphones, cameras, and conferencing equipment. Conduct routine checks to ensure meeting rooms, focus rooms, and shared workplace areas are clean, organized, functional, and ready for use. Respond promptly to technical issues that may disrupt meetings, presentations, or virtual collaboration. Coordinate repairs, equipment replacements, and service requests with IT, AV support teams, and third-party vendors. Escalate complex hardware, software, network, or system issues to the appropriate support team and follow up to ensure timely resolution. Maintain accurate records of maintenance requests, technical issues, service calls, and resolutions. Identify recurring issues and communicate trends or recommendations for corrective action. Provide responsive, professional customer service to employees and visitors.   What You Should Have   An undergraduate degree and a minimum of 2 years of relevant experience, or a DEC and a minimum of 4 years of relevant experience. Experience coordinating facilities maintenance, office services, purchasing activities, or third-party service providers is an asset. Strong organizational and time management skills, with the ability to prioritize multiple requests and coordinate competing deadlines. Excellent communication and interpersonal skills, with the ability to work effectively with employees, vendors, contractors, and internal stakeholders. Strong attention to detail and problem-solving skills, with the ability to investigate issues, follow through on requests, and identify practical solutions. A customer-service-oriented approach, with a commitment to maintaining a safe, professional, and well-functioning workplace. Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint. Experience using project management, space planning, or office design software, such as Office Space, as well as other relevant business applications. Strong computer skills and the ability to operate and troubleshoot common office equipment, including printers, photocopiers, and fax machines. Perform other duties as required.   #LI-Hybrid