Facilities Operations 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

The Facilities Operations Coordinator supports the operational performance, compliance, and maintenance of Intelcom’s national station network. The role ensures facilities operate safely, efficiently, and in alignment with Corporate Real Estate (CRE) standards.

Acting as a key liaison between Operations, Finance, Procurement, landlords, and service providers, the coordinator manages maintenance workflows, monitors vendor service levels, supports building compliance, and maintains facilities data and documentation across the portfolio.

The position plays a critical role in supporting CRE’s objectives by improving service reliability, strengthening facilities governance, and leveraging technology and data to drive operational performance across the station network.

Responsibilities

Facilities Operations & Maintenance Coordination

• Coordinate routine, preventive, and corrective maintenance activities across Intelcom’s station network using CMMS or facilities management systems.
• Monitor work order requests and ensure service completion within defined response times.
• Coordinate with Operations teams to prioritize facility issues impacting station performance.
• Maintain preventive maintenance schedules to ensure the reliability of building systems and operational equipment.
• Maintain an up-to-date inventory of building assets and equipment requiring maintenance.

Vendor Management & Service Level Monitoring

• Serve as the primary point of contact for facilities service providers across the station network.
• Track vendor performance against defined service levels and operational KPIs.
• Support vendor onboarding and documentation processes in collaboration with Procurement.
• Monitor service quality and escalate performance issues when service levels are not met.
• Contribute to monthly vendor performance reporting and service-level monitoring.

Building Compliance & Risk Management

• Maintain a centralized register of building regulations, inspections, certifications, and compliance requirements across the facilities portfolio.
• Coordinate required inspections and certifications including safety, fire protection, and building system compliance.
• Monitor compliance risks and escalate issues to CRE leadership.
• Support documentation and reporting required to ensure facilities remain compliant with regulatory requirements.

Lease & Property Coordination

• Support operational interpretation of lease agreements to identify tenant and landlord responsibilities.
• Coordinate with landlords and property managers to resolve building issues and service obligations.
• Track and validate landlord service performance and operating cost elements when required.
• Maintain organized records of facilities contracts, service agreements, and lease-related documentation.

Facilities Systems & Data Management

• Maintain accurate facilities and vendor data within platforms.
• Support the implementation and continuous improvement of CRE technology tools.
• Ensure facilities records, maintenance history, and vendor documentation are properly stored and maintained.
• Produce operational reports related to maintenance activity, vendor performance, and facilities costs.

Financial & Administrative Support

• Manage administrative workflows related to facilities operations including invoice validation, approval coordination, and financial tracking.
• Support facilities budget monitoring and cost tracking across the station network.
• Identify operational efficiencies and cost optimization opportunities within facilities services.
• Collaborate with Finance to ensure proper documentation and financial traceability of facilities-related expenditures.

Workplace Standards & Process Improvement

• Support the development and maintenance of standardized facilities guidelines and operational procedures.
• Maintain onboarding and offboarding checklists for new and closing stations.
• Document and maintain facilities processes, workflows, and user guides to support operational consistency.
• Identify opportunities to improve facilities processes, reporting, and service delivery.

Stakeholder Engagement

• Maintain regular communication with internal stakeholders including Operations, Finance, Procurement, and Safety teams.
• Support business partners by ensuring facilities services meet operational needs.
• Contribute to improving transparency and communication regarding facilities processes and service expectations.

Qualifications

• 3–7 years of experience in Facilities Management, Building Operations, or Property/Facilities Coordination.
• Experience coordinating maintenance services across multiple facilities or operational sites.
• The role involves daily (or regular) communication with pan-Canadian stakeholders
• Familiarity with CMMS or facilities work order systems.
• Understanding of building systems and preventive maintenance practices.
• Strong administrative and financial coordination skills including invoice validation and documentation management.
• Highly organized and capable of managing multiple priorities in a fast-paced operational environment.
• Ability to respond effectively to urgent facility issues.

Preferred:

• Experience in logistics, warehousing, transportation, or other high-volume operational settings.
• Understanding of tenant/landlord responsibilities within commercial leases.
• Experience supporting vendor performance management or service-level monitoring.
• Familiarity with facilities analytics, reporting, or KPI tracking.
• Experience documenting operational processes or standard operating procedures.
• Proficiency with Excel, SharePoint, Teams, and digital document management tools.
• Exposure to IWMS or enterprise facilities management platform

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.