Property Maintenance Coordinator

Property Maintenance Coordinator

Vernon, BC

Role Description

The Property Maintenance Coordinator schedules and coordinates the regular preventative maintenance work for all the company’s Canadian owned and leased properties. The Property Maintenance Coordinator works closely with the property manager, building owners / representatives, Kal Tire store managers, trade contractors, and others who are involved in the repairs and maintenance process. This person is the main point of contact and first response for preventative maintenance work and service calls.

Responsibilities

Operations Administration

• Dispatches service requests from all store locations: Issue POs for the service. Tracks and follows up with the contractor and the store. Closes service requests. Processes invoices.
• Obtains, tracks & files all Certificate of Insurance for all trades.
• Obtains & tracks updated contractor list with a copy of WCB or WSIB clearance letter.
• Continuously updates and manages the master contractor list.

Document & File Management

• Establishes and maintains a computerized maintenance management system for tracking preventative maintenance work, and maintenance history of all Kal Tire facilities.
• Monitors waste & recycling management agreements.

Managing the Preventative Maintenance (PM) Program

• Assists in developing and implementing preventative maintenance schedules for each Kal Tire location, based on best practices in the industry with an emphasis on planning/scheduling preventative maintenance.
• Understands the tenant responsibilities of each lease and ensures that the preventative maintenance program includes the lease requirements.
• Establishes and maintains accurate records of space conditions including roof, HVAC, parking lot surfaces, overhead doors, and building exterior finishes.
• Reviews, codes, and approves invoices for payment on completion of coordinated preventative maintenance work and updates maintenance log as work is completed.
• Coordinates PM agreements with all trades for each store manager.
• Reviews and renews expired agreements with contractors and store managers.
• Coordinates and monitors contractor activities for preventative maintenance and repair work (with assistance from onsite team members) to ensure quality standards are met.
• Sends out PM repair recommendation to stores for review and consideration (under $2k)
• Supports the Property Manager in setting up new store locations with the PM program process.
• Updates processes and memos as required.
• Manages waste and recycling management processes with all the stores and vendors.

Job Requirements

• Minimum 4 years’ experience in general facility maintenance or related field.

Knowledge, Skills and Abilities

• Ability to maintain organization of maintenance schedules and files for over 250 locations in a changing environment.
• Ability to effectively comprehend and communicate detailed instructions in English, both orally and in writing.
• Excellent communication skills, with a track record of well-organized methodical work patterns.
• Good understanding of property maintenance, methodologies and processes, lease agreements and lease terminology.
• Ability to deal with people in a tactful, diplomatic, sensitive, and professional way (this may include communicating with trade contractors and store team members on a regular basis).
• Highly motivated and able to work independently.
• Ability to multi-task and establish priorities and work with mínimal supervision.
• High level of sound, independent judgment, and reasoning.
• Knowledge of local, provincial, and federal workplace compliance regulations, including ordinances and legislations.
• Demonstrated ability to exercise necessary cost control measures.
• Strong attention to detail.
• It is essential that the Property Maintenance Coordinator understands the business operation and is sensitive to business interruptions and seasonal cycles at the store locations.
• Strong working knowledge of Microsoft computer software (e.g. Excel, Word, etc.) and Outlook.
• Leadable, coachable and resourceful.

Special Requirements

• Valid Class 5 Drivers License

What We Offer

• The target salary range for this position is $60,480-$68,727 per year based on experience.
• Comprehensive medical and dental benefits
• Employee Assistance Program
• Group RRSP/DPSP matching program
• Discount on tires and mechanical services
• Positive work culture, safe working environment, opportunities for growth and development, and work-life balance.
• Opportunities for professional development, training programs, mentorship, and tuition reimbursement.