Planning Coordinator

ATCO Frontec is seeking a Planning Coordinator to join our National Research Centre (NRC) project department in Ottawa, ON. 

The Planning Coordinator is responsible for ensuring that all work order requests are received, scheduled, completed, recorded, and entered into the work management system daily.  The Planning Coordinator also provides general administrative duties including record keeping, issuing security passes, answering the phone, and assembling project files. This role will play a key part in improving how work is tracked, scheduled, automated, and reported, with opportunities to design tools and processes that directly improve operational efficiency.

This position is required to be in English and secondary French is preferred.

Responsibilities:

• Perform general administrative duties including record keeping, customer service, answering the phone, maintaining files for subcontractors, Project Files etc.

• Develop, maintain, and enhance Excel tools (including formulas, Power Query, and macros/VBA) to improve reporting accuracy and efficiency

• Design and support Power Automate flows to streamline work intake, approvals, notifications, and data updates

• Identify repetitive manual tasks and recommend automation or system improvements

• Support integration and data consistency across CMMS, SharePoint, Excel, and reporting tools

• Document workflows and automation logic to support supportability and future improvements

• Experience with Microsoft Power Automate (Flow) for workflow automation with willingness to experiment with and improve low‑code automation tools

• Maintain the Work Status Report by updating work status, schedule start/finish, actual start/finish dates, costing information and notes.

• Update and Issue Work Status Reports to all clients weekly.

• Receive by email, in person and via the phone client requests for service.

• Maintain the current after-hours, emergency and contractor contact list.

• Receive, sort and deal with incoming/outgoing email each day.

• Coordinate security clearance request and maintenance registry of approved clearances.

• Coordinate, schedule and follow-up on client requested moving services with the subcontracted movers.

• Analyze service requests to prioritize urgent issues and allocate resources accordingly.
• Develop work packages to provide all required information/criteria for precision maintenance.
• Coordinate with the maintenance team and other stakeholders for scheduling and execution of tasks.
• Performance will be assessed according to customer satisfaction, accuracy of estimates, response time/turnaround time of jobs, completeness/consistency, and technical content of work packages.
• Interface with Project Coordinators to ensure tasks are scheduled based on accurate ETA information.

• Ensure subcontractors have valid insurance and WSIB clearance. Support use of Comply Works Software to Manage compliance.

Qualifications:

• Candidate must have 3+ years of project experience within a maintenance role; coordination/planning/scheduling.
• Minimum college diploma, university degree in Engineering is preferred, Degree in mechanical or electrical engineering is considered an asset.
• Must be able to pass an extensive background check and obtain Security Clearance.
• Ability to see the big picture and connect the dots in a fast-paced, operational environment.

• Must have the ability to multi-task and handle a high volume of work with accuracy, while prioritizing. 

• Strong oral English communication skills are mandatory. Secondary French is preferred.

• Excellent organizational and time management skills.

• Proficiency in data entry with attention to detail.
• Expertise with Microsoft 365 programs, including Sharepoint, Outlook, and Excel, and willingness to learn and utilize other database programs.
• Advanced Excel skills, including complex formulas, pivot tables, data validation, Power Query, and macros/VBA
• Experience building and maintaining structured Excel tools for tracking, reporting, and analysis
• Experience exporting, importing, or transforming data between systems (Excel, CMMS, SharePoint, etc.)
• Experience with Computerized Maintenance Management Systems (CMMS), such as SAP.
• Experience building intake forms or standardized request processes

• Ability to work independently or in a group environment.

• Strong customer service orientation skills and a desire to achieve results.

• Some experience or exposure to general accounting practices and system would be an asset.

We would like to thank everyone for their application; however, only those being considered for an interview will be contacted. 

Final candidates will be required to undergo a Security Clearance Check. 

Who We Are: 

• ATCO Frontec is a market leader providing facilities management, camp services, workforce lodging solutions, operational support services and disaster and emergency management for a diverse range of clients. We are a service-based organization made up of great people who work hard to get the job done and deliver excellence in the communities where we work and live.

Collection, use, and retention of personal information will be in accordance with ATCO Group privacy policies and practices. 

By submitting your resume and personal information to the ATCO Group of Companies, and/or participating in a personal interview, you acknowledge and consent to the collection, use and disclosure of your personal information by the ATCO Group of Companies to determine your suitability for employment opportunities within the ATCO Group of Companies.