Facilities and Maintenance Coordinator (Maternity/Parental Leave Contract)

Salary range (based on skill level and experience) – $60,000 – $75,000

This maternity/parental leave contract is for a term of 12 to 18 months, with the precise duration determined by the employee's return from leave.

Who is Keilhauer?

Founded in 1981, Keilhauer is a privately owned, design-focused contract furniture manufacturer. Keilhauer manufactures seating and tables that makes work more comfortable for all. Keilhauer products are thoughtfully made to support communication and engagement in spaces such as meeting rooms, collaboration areas, lobbies and lunchrooms. Working with world-renowned furniture designers, Keilhauer is internationally recognized for award-winning design, built with extreme craftsmanship, to the highest environmental standards.

Summary

The Facilities & Maintenance Coordinator keeps Keilhauer's buildings safe, working and presentable. You own facilities issues from start to finish – you are the first point of contact for requests across our sites, you decide whether a problem can be fixed in-house or needs a contractor, and you make sure every request is logged, prioritized and closed out. You handle day-to-day maintenance and minor repairs yourself, and you find, schedule and manage the contractors who do the specialized and licensed work.

You will manage our existing service vendors (HVAC, cleaning, snow removal, landscaping, fire protection, pest control, waste and others), source and qualify new vendors when we need them, obtain competitive quotes, and make sure contractors on site are insured, WSIB-compliant and working safely. You will work closely with the VP IT & Facilities on budgets, approvals and larger capital projects,



and keep the facilities records, schedules and procedures current.

This position is best suited to a practical, organized person who is comfortable with a tool belt and a spreadsheet in the same day. New issues come up every day, so you prioritize using common sense and a good understanding of how our operations run, and you know when to fix something yourself and when to call in a professional. Building good relationships with employees, plant teams and vendors is central to your success.

Primary Responsibilities

1. Vendor and Contractor Management

- Manages day-to-day relationships with existing facilities vendors, including scheduling, access, quality checks and resolving service issues.
- Sources, vets and recommends current vendors and contractors when needed; obtains a minimum of three competitive quotes for non-routine work and prepares comparisons for approval.
- Verifies that contractors have current certificates of insurance and WSIB clearance before work begins and completes contractor safety orientations and work permits (e.g. hot work, working at heights).
- Supervises contractor work on site, confirms completion against the scope, and reviews invoices before submission for payment.
- Tracks service contracts, renewal dates and warranties, and flags upcoming renewals to the VP IT & Facilities.
- Manages and directs day porters and/or cleaning staff at all facilities.




- Ensures 24/7 availability of emergency services and acts as an after-hours contact for facilities emergencies on a shared basis.

2. Hands-On Maintenance and Repairs

- Performs general building maintenance and minor repairs, such as painting and patching, door hardware and lock repairs, ceiling tiles, fixture and lamp replacement, minor plumbing, furniture assembly and moves, signage, and shelving.
- Installs and mounts wall-mounted equipment and fixtures, such as TVs and display screens, whiteboards, artwork, signage, shelving and brackets, on drywall, block and concrete, coordinating with IT for any network or AV connections.
- Coordinates and carries out office moves, adds and changes, including furniture installation and workstation reconfigurations, with internal teams and movers.
- Performs work at heights safely, including ladder work, rooftop access and the use of scissor lifts or other aerial work platforms, following fall protection requirements.
- Carries out routine preventive maintenance tasks, such as HVAC filter changes, visual inspections of rooftop units, drains and building envelope, and checks of emergency lighting and fire extinguishers.
- Performs first-level troubleshooting of HVAC, electrical, plumbing and mechanical issues to determine whether they can be resolved in-house or require a licensed contractor; does not perform work that requires a trade license, such as adding or modifying electrical circuits or gas work.
- Conducts regular walk-throughs of all facilities to identify safety hazards, deficiencies and housekeeping issues, and resolves or escalates them.
- Maintains facilities tools, equipment and supplies

📌 Facilities and Maintenance Coordinator (Ottawa)
🏢 Keilhauer
📍 Ottawa