Maintenance Coordinator

Responsibilities

• Request follow-up (maintenance & installations) in ZIP
• Document, prioritize , and follow up on maintenance and equipment installation requests in ZIP, from opening to closure .
• Ensure requests include all required information (description, urgency , site, constraints , photos/plans, etc.).
• Maintain rigorous traceability ( statuses , dates, comments , attachments , and exchange history ).
• When purchasing is required , provide complete technical / operational information to Procurement / Purchasing and track the request status in ZIP. PO issuance /management, purchasing activities , and ETA ownership remain under Procurement governance .
• Follow up with stakeholders to ensure timelines are met and files keep moving forward .
• Supplier coordination (maintenance only )
• Contact vendors (maintenance and repair) in accordance with Engineering team recommendations and in compliance with approved vendor lists and Procurement processes.
• Ensure requests are handled with the right suppliers , in accordance with internal practices ( approved suppliers , terms and conditions, and arrangements).
• Follow up operationally on confirmations, deliveries / receipts , and planned interventions, coordinating with Procurement / Purchasing for any purchasing /PO/ETA- related activities .
• Planning and communication with stations
• Notify stations of supplier visits /interventions and coordinate time windows at the most operationally appropriate moment.
• Reduce operational impacts by proposing planning options (off- peak windows , grouping interventions, etc.).
• Proactive management of risks and unplanned delays
• Identify and escalate unplanned delays quickly (supplier delays , stockouts , access constraints , scope changes).
• Explore alternative solutions (backup supplier, rescheduling , partial order , expedited shipping, etc.) with the Engineering team , as needed .
• Keep an up-to-date list of blockers and follow up until resolution .
• Internal coordination for site readiness
• Coordinate with internal teams when required to prepare sites (e.g., electrical installation, safety prerequisites , IT/network).
• Ensure prerequisites are met prior to the intervention (power supply , space , access , team availability ).
• Facilitate communication among teams to ensure smooth execution .
• Administrative support, compliance, and continuous improvement
• Support document management : quotes , technical documentation, confirmations, intervention reports, proof of receipt , invoices (per process). Purchase orders ( POs ) are issued and managed by Procurement / Purchasing .
• Produce basic tracking and indicators ( statuses , lead times, volumes, suppliers , causes of delays ) and propose improvement opportunities .
• Contribute to standardizing practices, updating procedures , and optimizing the maintenance request and new equipment purchasing flow.

Requirements

• College diploma in administration, logistics / procurement , industrial management, office administration, or equivalent experience .
• Relevant experience of 3 to 5 years in coordination, operational follow-up, maintenance, procurement , or supplier management ( preferred ).
• Excellent organizational skills , prioritization , follow-up discipline, and administrative rigor .
• Strong ease with digital tools : MS Office (Excel, Outlook, Teams) and ability to quickly learn a new tool (e.g., ZIP).
• Intermediate Excel required: ability to manage maintenance trackers, create pivot tables, and generate KPIs related to breakdowns, downtime , and PM compliance.
• Bilingual French/English ( spoken and written ) for potential interactions with suppliers and teams nationwide .
• Ability to work autonomously with good judgment and a strong internal customer service mindset in a high-volume request environment .
• Why Join Us?
• At Intelcom | Dragonfly , you'll thrive in a flexible and stimulating environment, surrounded by passionate talent. You'll also enjoy a wide range of benefits:
• On-site gym with a personal trainer
• Employer-provided lunch of your choice
• Comprehensive group insurance
• Group RRSP plan
• Care & Well‑Being Activities
• Partial reimbursement for public transportation
• Employee Assistance Program
• ...and much more.
• This position has been opened to

Benefits

Additional Information

Intelcom | Dragonfly With more than 100 sorting stations and operations across three continents, Intelcom | Dragonfly is Canada's leader in last-mile logistics. Our vision is clear: to deliver fast, accurate, and reliable service powered by cutting-edge technology. A Strategic Role at the Heart of Logistic

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