Maintenance Coordinator

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 Responsibilities 1) 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. 2) 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. * Gather information such as indicative pricing, lead times, and availability, and/or request quotes when required to support the technical decision-making process, in collaboration with the maintenance electromechanic and Procurement/Purchasing. Vendor negotiation, final selection, and purchasing terms fall under Procurement’s responsibility, based on requirements provided by Engineering. * 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. 3) 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.). 4) 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. 5) 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. 6) 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. Qualifications * 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 address a genuine organizational need within the company. At Intelcom | Dragonfly, we move forward guided by strong values: collaboration, innovation, excellence, and responsibility. We embrace diversity, ensure equity, and foster a true sense of belonging. Accommodation measures are available for individuals with disabilities throughout our recruitment process, in compliance with the law. Please let us know if you have any specific needs.

Coordinate maintenance and equipment installation requests, managing the process from opening to closure within the ZIP system. Act as a liaison between stations, suppliers, and the procurement team to ensure operational readiness and minimal service disruption.

Requires a college diploma in administration, logistics, or a related field with 3 to 5 years of relevant coordination experience. Must be bilingual in French and English with intermediate Excel skills and strong organizational abilities.

• On-site Gym With Personal Trainer • Employer-provided Lunch • Comprehensive Group Insurance • Group RRSP Plan • Care & Well-Being Activities • Partial Reimbursement For Public Transportation • Employee Assistance Program

Identified from the job description. Confirm important requirements above.

• Maintenance Coordination
• Supplier Management
• Procurement Coordination
• Operational Planning
• Risk Management
• Administrative Rigor
• MS Excel
• Bilingual French/English
• KPI Tracking
• Stakeholder Communication
• Technical Documentation
• Logistics Coordination

• Logistics
• Administrative
• Transportation
• Engineering
• Management & Leadership

Minimum education

College diploma

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week