Satellite Community Homes
Maintenance Coordinator
Job Description
A. Introduction
The Maintenance Coordinator serves as a representative of the organization having direct contact with residents, various suppliers and contractors. To successfully carry out the position of Maintenance Coordinator, the Coordinator must quickly develop working knowledge of the buildings that are part of the housing portfolios managed by Satellite Community Homes.
The Maintenance Coordinator is required to develop scope of work and contract documents for preventative and routine maintenance. The ideal candidate is a strong communicator, must possess good time management and have strong organizational and administrative skills.
Given the nature of the work, the Maintenance Coordinator must be a person who feels a genuine sense of responsibility for the facilities and their occupants. They employee must have strong working knowledge of current legislation related to the maintenance of rental housing. This includes but is not limited to, the Residential Tenancies Act, the Building Code, the Fire Code, etc.
B. Hours of Work
37.5 hours a week, in addition to rotating on-call function
C. Accountability
The Maintenance Coordinator reports to the Facilities Manager with overall accountability to the Director of Facilities
D. Confidentiality
The Maintenance Coordinator shall not disclose the business of the Non-Profits before or after the term of employment by the Non-Profit, or use for her/his own purpose, or for the purpose of any other organization or individual, any information which she/he may acquire concerning the operation of the Non-Profit.
E. Duties
1. General
The Maintenance Coordinator is responsible for all aspects of the administration of special projects as well as ongoing maintenance contracts with respect to the rental housing facilities. In general, the Maintenance Coordinator is required to:
- Direct and oversee cleaning and maintenance of buildings, grounds and equipment to strict standards set out by the Non-Profit;
- Act as liaison between the residents, various suppliers and contractors and the Facilities Manager;
- Ensure that all work is performed to industrial safety standards, and that WHMIS standards are applied where applicable;
- Attend to the general safety and security of the housing portfolio;
- Ensure that all inspections are completed and that life safety equipment is fully functional at all sites
- Conduct annual fire drills and assist with monthly fire inspections as required at all apartment buildings, including coordinating the involvement of other Staff, Key Holders and the Cambridge Fire Department
- Respond to emergency maintenance situations;
- Ensure strict adherence to the quoting and spending policies of the corporations including:
- Appropriate approval of expenditure(s), by the Board via the Executive Director/Managers, and, maintaining appropriate documentation and other records
- Facilitate the inspection of workmanship and verification of work completed in compliance with the specified terms of the contracts;
- Facilitate unit improvement requests and respond to tenants as required;
- Assist the Director of Facilities to ensure that Building Condition Assessments/Technical Audits are reviewed and outcomes of audits are amalgamated into existing capital, operating and preventative maintenance strategies.
- Respond to day to day maintenance work requests as required.
2. Preventative Maintenance and Special Projects
- Prioritize, schedule and administer preventative maintenance programs and special projects;
- Plan and implement seasonal work as required;
- Ensure that all work is performed in accordance with applicable legislation including workplace health and safety standards, WHMIS, Building Code, etc.;
- Work with the Director of Facilities to ensure preventative and routine maintenance contracts are in place, to administer these contracts and to ensure that the Non-Profit(s) are in compliance with the Ontario Fire Code and other current legislative requirements;
3. Record Keeping
- Ensure that accurate records of all maintenance work, purchase orders, inspections, follow-up to inspections and capital projects, including tendering, contract documents, capital replacement, inspections and payment authorizations are maintained using prescribed software;
- Document any significant events, serious incidents, changes to services, problems, etc.;
- Keep a record of tenant damages at annual inspections and refer to appropriate staff for invoicing;
- Track and record time spent on work related to each corporation.
4. Purchasing & Financial
- Gather written quotes, as required, for selecting maintenance, cleaning and capital replacement contractors in accordance with the Non-Profit's policies;
- Assist the Director of Facilities in analyzing portfolio preventative maintenance and capital replacement and in preparation of annual operating and capital budgets.
- Review and approve maintenance invoices for payment prior to submitting to accounts payable
- Oversee the collections of maintenance related invoices assessed to tenants including tenant invoices for damages to units, parking, etc.
5. Refurbishing of Units, Unit Inspections and Tenant Damages Administration
- Arrange/participate in annual unit/building inspections for the portfolio(s) with other Non-Profit Staff, in accordance with the Non-Profits’ maintenance policies and procedures;
- Conduct an annual inspection of building exteriors and all building interior and exterior common areas, documenting deficiencies to address and capital work required.
- Coordinate move-out & move-in inspections during the unit turnover process
- Schedule contractors and issue work orders/purchase orders based on move-out inspection reports completed by the Maintenance Worker (s) in order to ensure that units are in move-in conditions prior to the scheduled move-in date.
- Oversee annual unit inspection process for portfolio, participating in annual unit/building inspections in accordance with the Non-Profit’s maintenance policies and procedures;
- Issue invoices for repairs completed due to tenant damages and follow through to ensure payment using all means available as specified under the Residential Tenancies Act.
- Keep a record of tenant damages at annual inspection and move-out, tenant invoices, referrals to collections and Data Arrears reports completed for the Region of Waterloo.
5. Other
- Perform on-call duties on a rotation alternating with the Maintenance Worker (s);
- Attend the Landlord/Tenant Board in order to represent the Non-Profit(s) as required;
- Represent the Non-Profit(s) at various meetings as directed;
- Act as a liaison between the manager(s) and community groups as assigned;
- Other duties as assigned.
Key Competencies
- Demonstrates practical knowledge of residential building systems, preventative maintenance practices, and life-safety requirements within multi-unit housing environments.
- Applies working knowledge of applicable legislation and standards, including the Residential Tenancies Act, Ontario Building Code, Fire Code, Occupational Health & Safety Act, and WHMIS, to ensure safe and compliant operations.
- Effectively plans, prioritizes, and coordinates preventative maintenance programs, seasonal work, and special projects to meet operational needs, timelines, and quality standards.
- Builds and maintains productive working relationships with contractors and suppliers, including obtaining quotes, administering contracts, inspecting completed work, and ensuring compliance with agreed-upon scopes and safety standards.
- Demonstrates sound financial acumen by tracking maintenance expenditures, reviewing invoices, supporting budget development, and adhering to organizational purchasing and approval processes.
- Maintains accurate, timely, and well-organized records related to maintenance activities, inspections, work orders, contracts, and projects using prescribed software and systems.
- Communicates clearly and professionally with tenants, colleagues, contractors, and external partners, balancing empathy, responsiveness, and organizational expectations.
- Proactively identifies and addresses safety risks, supports inspections and fire safety requirements, responds effectively to emergencies, and promotes a culture of safety across the housing portfolio.
- Exercises sound judgment, discretion, and integrity while managing confidential information, working independently, and remaining accountable to leadership and organizational policies.
Education & Experience
Required
- Diploma or certificate from a recognized college or technical institute in facilities management, business administration, property management, or a related field; or an equivalent combination of education and relevant experience.
- Minimum of one (1) year of progressive experience in building maintenance, facilities coordination, or property maintenance, preferably within a residential or multi-unit housing environment.
- Demonstrated experience coordinating preventative maintenance programs, routine maintenance activities, and contractor-led work.
- Working knowledge of applicable legislation and standards, including the Residential Tenancies Act, Ontario Building Code, Fire Code, Occupational Health & Safety Act, and WHMIS.
- Experience administering work orders or contracts, inspecting completed work, and maintaining accurate maintenance and inspection records.
- Proficiency with computer applications, including Microsoft Office 365, and experience using maintenance or property management software.
Preferred Assets
- Experience working in non-profit, affordable, or community housing, including environments governed by Service Manager requirements.
- Formal training or certification related to facilities management, building operations, health and safety, or fire safety (e.g., WHMIS, Joint Health & Safety Committee certification).
- Experience supporting capital planning, building condition assessments, technical audits, or long-term preventative maintenance strategies.
- Experience coordinating unit turnovers, move-in/move-out inspections, and administering tenant damage repairs and recoveries in accordance with the Residential Tenancies Act.
- Experience participating in or supporting on-call maintenance rotations and responding to emergency maintenance situations.
- Experience working collaboratively with internal teams, tenants, contractors, and external agencies such as fire services or municipal inspectors.
Job Type: Full-time
Pay: $59,885.00-$65,844.25 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- RRSP match
Experience:
- Maintenance Coordinator: 1 year (preferred)
- Property Management: 1 year (preferred)
Work Location: In person
