Maintenance Coordinator / Administrator

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  • Job type

    Permanent

  • Location

    Ottawa

  • Profession

    Property And Facilities Management

  • Industry

    Property & Real Estate

  • Pay

    $50,000 - $55,000
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We are seeking a Maintenance Coordinator / Administrator for a key client in Ottawa

We are seeking a proactive and organized Maintenance Coordinator / Administrator to join our team. This dual-role position is essential for ensuring the smooth operation of our maintenance services and the efficient running of our office administration. The ideal candidate will be a strong communicator with excellent organizational skills and the ability to manage multiple priorities in a fast-paced environment.


Key Responsibilities


Maintenance Coordination

  • Log and track all maintenance requests received from tenants via calls and emails.
  • Prepare and process work orders for maintenance staff and external contractors.
  • Input all maintenance data, including time and materials, into the Yardi system.
  • Dispatch maintenance personnel and contractors during daily morning meetings.
  • Follow up with tenants and staff to ensure work orders are completed to satisfaction.
  • Obtain pricing and tenders from suppliers and contractors, and update the quote book.
  • Issue purchase orders and manage contracts for third-party providers.
  • Track after-hours calls and ensure timely follow-up.
Administration & Reception

  • Act as the first point of contact for the office, greeting visitors and managing all incoming calls.
  • Monitor and manage company email accounts.
  • Draft and distribute official tenant notifications.
  • Maintain and update tenant, supplier, and subcontractor databases in Outlook and Excel.
  • Coordinate and track access items such as keys, key fobs, and parking passes.
  • Manage all physical and electronic files, ensuring they are organized and up-to-date.
  • Handle incoming and outgoing mail, including courier services and invoice verification.
  • Schedule and coordinate monthly staff meetings.
  • Order and manage office and kitchen supplies, and verify all related invoices.

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Talk to Joey Neault, the specialist consultant managing this position

Located in Ottawa (EN), Suite 600,, 220 Laurier Ave WTelephone:  613 203 2581