Maintenance Coordinator

Job Description

JOB TITLE: Co-ordinator, Maintenance

DEPARTMENT: Transit

POSTING NUMBER: 106729

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Full Time Permanent

HOURS OF WORK: 35 hour workweek

LOCATION: Brampton Transit, Sandalwood Pkwy.

SALARY GRADE: 4

HIRING SALARY RANGE: $78,979.00 - $88,852.00 per annum

MAXIMUM OF SALARY RANGE: $98,724.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: April 22, 2025

CLOSING DATE: May 6, 2025

AREA OF RESPONSIBILITY:

Reporting to the Senior Manager of Maintenance, this position provides co-ordination and facilitation of communication and workflow activities to the Maintenance management team and Maintenance employees. Coordinates all Maintenance administrative functions for the section. Supervises Maintenance Clerks to ensure workflow efficiencies are achieved within Transit service guidelines.

Leadership.

• Supervise Maintenance Administration Employees.
• Establish performance objectives, assign work and motivate staff through daily coaching and guidance.
• Ensure a safe, functional and efficient work environment.
• Responsible to ensure adherence to Corporate Human Resources and Health & Safety policies and procedures, legislative requirements and collective agreements.
• Act as Human Resources, Payroll and IT liaison for all Maintenance Employees, providing efficient resolve where possible and escalating issues where necessary

Information co-ordination.

• Responds to vendors and external customers in a timely manner and ensures the information is delivered with integrity and confidentiality.
• Coordinates mail and courier services, maintenance, supply and other general office needs.
• Handles electronic, written and verbal requests for information.
• Prioritizes escalated inquiries and responds accordingly, or forwards to others for a response.
• Anticipates Manager and staff's need for information and is proactive to provide it. Organizes and manages the filing of documentation, including ensuring that retention by-laws are being abided by. deadlines and maintaining cost efficiency.
• Responsible for information dissemination to all Maintenance Employees through different methods.

Communication and scheduling support.

• Prepares correspondence to support Transit Maintenance staff.
• Assists in the creation of reports, spreadsheets and presentations in support of management reporting requirements.
• Proof reads documents for accuracy and completeness.
• Prepares and distributes various meeting minutes and agendas.
• Conducts research on topics as required and makes recommendations based on analysis. Represents the Maintenance Manager on various cross-functional teams.
• Co-ordinates meetings, distributes agendas and compiles comprehensive minutes. Provides travel arrangement support.
• Scheduling of Maintenance staff for training, meetings and other activities.
• Responsible for the administration of Statutory Holiday Bids, including assigning shifts to all Maintenance Employees based on ESA and Collective Agreement regulations.
• Scheduling of quarterly shift bids, ensuring that documentation and online bid system is prepared for time of bid.
• Scheduling of Vacation Bids, ensuring that online bid system and bidding documents are available for bidding.

Operational Support.

• Co-ordinates the processing of employee requests and obtains the necessary approvals. Responds to general inquiries regarding procedural handling.
• Assists the Manager, Maintenance and Supervisors, Vehicle Maintenance with the coordination and tracking of all human resources related matters.
• Escalates issues as required, but trouble shoots issue for immediate resolve.
• Conducts business and financial research and analysis as required, to establish benchmarks, best practices and recommend change on an ad hoc/project basis.
• Formalize presentation material, sectional service plans and in-house tracking systems.
• Provides support to the Manager of Maintenance and Supervisors, Vehicle Maintenance with regard to employee performance management and attend disciplinary and investigative meetings as required.
• Acts as the space planning floor coordinator for all Transit Locations.
• Researches employee issues and provides overview and recommendation to Manager for resolution.
• Ensure all licensing requirements and renewals for all of the fleet are completed and ensure no service disruptions.
• Administers purchasing of office supplies and tracks and reports on monthly budget expenses.
• Oversee the reconciliation of all invoices through Purchasing Card, Purchase Orders, Cheque Requisitions, ensuring proper procedures are followed.
• Administration for the Joint Health and Safety Committee.
• Responsible for Winter Maintenance tracking

Functional Guidance.

• Provides direction and functional guidance to the maintenance administrative staff including the provision of back-up duties as needed.
• Coordinates unionized processes such as tracking accumulated overtime, sign-up and bid, tool and meal allowance and other activities that support the Maintenance staff.
• Organizes sectional employee orientations and other HR activities.
• Prioritizes and schedules work activities to ensure workflow efficiencies are achieved.

Teamwork and Cooperation.

• Represent the Transit Maintenance group and acts as first point of contact as it relates to administrative and procedural requirements.
• Participates in working groups that focus on operational improvements and workflow new initiatives to ensure seamless changes are implemented.
• Liaise with other Transit departments as well as City departments to achieve cross-functional goals and objectives.

Continuous Improvement.

• Assist all areas of the Maintenance department with continually improving processes. This includes analyzing processes on a regular basis and providing the Manager of Maintenance with suggestions.
• Assisting with the redesign of processes and ensuring feasibility of solutions.
• Responsible for administration of any changes and dissemination of information to staff.

SELECTION CRITERIA:

EDUCATION:

• Post secondary degree or Diploma in Business Administration or related discipline

EXPERIENCE:

• Experience in a supervisory position (3 plus years preferred), emphasis on Administration in a unionized environment

OTHER SKILLS AND ASSETS:

• Excellent written and verbal communication skills
• Proficient in use of Microsoft Professional Office
• Additional computer skills such as MS and Fuel Zone, Peoplesoft and IMS are assets

**Various tests and/or exams may be administered as part of the selection criteria.

#LI-Onsite

Interview: Our recruitment process may be completed with video conference technology.

As part of the corporation's Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.

If this opportunity matches your interest and experience, please apply online by clicking the button above (use for iCIMS) quoting reference #106729 by May 6, 2025 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select "prefer not to answer" as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton uses email to communicate with their applicants for open job competitions. It is the applicant's responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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