Facilities Maintenance Coordinator

Detailed Job Description

JOIN US IN ENABLING TRADE THROUGH CANADA'S LARGEST PORT.

The Vancouver Fraser Port Authority is an arm’s-length federal agency responsible for the shared stewardship of the lands and waters that make up the Port of Vancouver, Canada’s largest port. Our mandate, as outlined in the Canada Marine Act, is to enable Canada’s trade objectives on behalf of all Canadians, ensuring the safe movement of goods through the Port of Vancouver while protecting the environment and considering local communities.

As an organization with a significant impact on communities and businesses across Canada, the Vancouver Fraser Port Authority is dedicated to diversity, inclusion, and sustainability. We strive to create a workplace that mirrors the richness of our community, empowering all employees to achieve their full potential.

The Facilities Maintenance Coordinator supports the delivery of maintenance services, inspections, and projects by administering procurement processes, vendor contracts, and service coordination. This role ensures compliance, documentation accuracy, and performance monitoring while supporting asset management, system optimization, and capital planning.

Working closely with internal teams and external partners, the Facilities Maintenance Coordinator ensures efficient execution of maintenance programs and contributes to long-term infrastructure resilience and operational reliability.

What You Do

• Lead the development, issuance, and administration of procurement documents for goods, services, and projects, including RFPs, RFQs, tenders, and consulting agreements, etc. Ensuring compliance with financial and procurement policies.
• Prepare cost estimates and submissions for program, contract and agreement approvals. Administer procurement activities including bid reviews, vendor evaluations, contract negotiations, and award recommendations.
• Maintain accurate records of service agreements, contracts, preferred vendors, and scopes of work. Track contract timelines, renewals, and documentation to ensure service continuity.
• Oversee vendor and contract performance, conducting reviews and compliance checks to resolve service gaps and enforce contract, safety, and quality requirements.
• Coordinate vendor onboarding and mobilization, including prequalification, documentation compliance, safety orientations, site access, security clearances, etc.
• Coordinate maintenance, inspections, repairs, and project activities by overseeing logistics, documentation, and communication among vendors, contractors, and stakeholders. Perform maintenance and repairs to support operational continuity.
• Schedule and coordinate contracted services, inspections, condition assessments, and maintenance activities with internal teams, vendors, consultants, and contractors, etc.
• Oversee the work of vendors, contractors and service providers to ensure adherence to safety protocols, technical specifications, timelines, and contractual requirements.
• Provide logistical and administrative support for operational and capital projects, such as infrastructure upgrades, tenant improvements, and building alterations. Coordinate and oversee small projects, upgrades, replacements, and infrastructure improvements.
• Align maintenance and project work with operational needs, coordinating access, minimizing service disruptions, and maintaining safety and service standards.
• Maintain accurate asset records by collecting inspection, maintenance, and project data, following document control procedures to ensure data integrity.
• Apply and maintain asset labeling on equipment and infrastructure, ensuring correct identification, durability, and compliance with asset tracking standards and drawings.
• Coordinate, verify, and archive project closeout documentation, including warranties, O&M manuals, as-builts, and maintenance schedules, to ensure accuracy, compliance, traceability, and proper system integration.
• Perform other assigned duties and provide relief coverage as required
  
  
  

What You Bring

• Completion of a high school diploma, along with a valid trade certification and a minimum of four years of relevant post-certification experience is required.
• Must have at least 2 years of operating or capital project coordination and asset management experience within a similar work environment.
• Completion of a project management certificate is also required or must be obtained within 6 months of employment.
• Must have experience coordinating the work of consultants or contractors and supporting the delivery of small projects.
• Proficiency in MS Office Suite and maintenance management systems is required. Formal training or experience in projects, facilities, or maintenance management is considered an asset.
• Must be a self-motivated individual with sound judgment and the ability to foster positive working relationships with staff, contractors, and other stakeholders within a collaborative team environment.
• Strong technical expertise in asset and maintenance management practices is required.
• The candidate must be reliable and able to work independently with minimal supervision, consistently delivering high-quality results.
• Excellent organizational and time management skills are critical to managing multiple competing priorities effectively.
  
  
  

What We Offer

• Market-competitive base salaries and variable incentive plan
• Generous and inclusive benefits offering including retirement benefits plan
• Earned time off program
• Paid vacation and personal care leave
• Learning, development, and advancement opportunities
• Onsite gym with towel service in a national landmark in the heart of Vancouver’s waterfront
• Friendly, unique, and respectful workplace
  
  
  

Location: Vancouver, Canada

Job type: Bargaining Unit, Full-Time, Perm, On Site

Working environment: Normal office conditions, with regular exposure to noise, odors, dust, fumes, and varying weather conditions during outdoor tasks.

Marine Transportation Security Clearance

This position is required to access restricted areas/information. The incumbent must obtain and maintain a valid Marine Transportation Security Clearance as defined by the Marine Transportation Security Regulations.

This is Canadian-based employment, and it is expected that all employees maintain legal entitlement to work in Canada. Applicants selected to move forward in the hiring process may be subject to background checks, including but not limited to criminal record, credit, and/or reference checks.

At the Vancouver Fraser Port Authority, we are dedicated to employment equity and a workplace reflective of the diversity of our port community. We welcome applications from all qualified candidates including women, persons with disabilities, Indigenous peoples, and members of visible minorities. Reasonable accommodation can be provided in the selection process and while working with the port authority. If you require support applying to our openings, please contact us at [email protected].

We recognize and acknowledge that we are located on the traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations. To learn more about our indigenous relations and commitment to reconciliation, please visit our website.