Specialist, Maintenance Planning

Quantum Lifecycle Partners LP is Canada's largest and most important integrated computer asset disposal and recycling processor. We are committed to the safe and secure reuse of electronics, the responsible recycling of electronics to divert waste from landfills, and the recovery of natural resources from obsolete electronics.

Location: Toronto, Ontario (On-site)
Position Status: Permanent Full-Time
Existing Vacancy: Yes

Position Summary
We are seeking an organized, detail-oriented Maintenance Planning Specialist to plan, schedule, coordinate, and document maintenance activities at our Toronto operations. Reporting to the Maintenance Supervisor, this role manages maintenance work orders, preventive maintenance schedules, spare parts, vendors, contractors, and maintenance records to support the safe and reliable operation of equipment and building systems.

The successful candidate will work closely with Operations, Maintenance, Engineering, EHS, Procurement, and Finance teams to improve equipment reliability, reduce downtime, and support operational efficiency. This role directly contributes to operational safety and environmental responsibility, aligning with Quantum’s mission to lead in sustainable electronics recycling and IT asset disposition.

Key Responsibilities

• Maintenance Planning & Coordination
  • Coordinate maintenance work requests from initial submission through completion.
  • Review, prioritize, assign, and track preventive and corrective maintenance work orders.
  • Prepare and publish weekly maintenance schedules for internal maintenance personnel and contractors.
  • Coordinate equipment downtime and access requirements with Operations and Production teams.
  • Prepare job plans that include the work scope, required parts, tools, technical documents, permits, and safety requirements.
  • Monitor open work orders and follow up on overdue or incomplete work.
  • Ensure completed work orders include labour hours, parts used, failure details, and completion notes.
  • Maintain accurate records of maintenance activities, repairs, inspections, and equipment history.
    
    
• Preventive Maintenance Program
  • Develop and maintain preventive maintenance programs for production equipment, mobile equipment, facility systems, and utilities.
  • Establish preventive maintenance tasks and frequencies using equipment manuals, inspection requirements, operating conditions, and maintenance history.
  • Generate, schedule, and track preventive maintenance work orders.
  • Review preventive maintenance findings and create corrective work orders for identified deficiencies.
  • Maintain schedules for regulated inspections, certifications, calibrations, and annual equipment servicing.
  • Monitor preventive maintenance compliance and report overdue or missed activities.
  • Review maintenance results and recommend improvements to task instructions and frequencies.
    
    
• Parts, Inventory & Procurement
  • Maintain an inventory of critical spare parts, consumables, and maintenance supplies.
  • Establish minimum and maximum stock levels for critical maintenance parts.
  • Obtain pricing and quotations for replacement parts, materials, repairs, and external services.
  • Prepare purchase requisitions and purchase orders in accordance with company purchasing procedures.
  • Coordinate the receiving, inspection, storage, and staging of maintenance parts.
  • Track supplier lead times and follow up on delayed parts or services.
  • Record parts issued against the appropriate work order and equipment asset.
  • Complete periodic inventory counts and maintain an organized and clearly labelled maintenance parts area.
    
    
• Contractor & Vendor Management
  • Coordinate maintenance work performed by external contractors and service providers.
  • Schedule contractor visits and communicate work requirements, equipment access, and planned downtime.
  • Maintain required contractor documentation, including insurance certificates, WSIB clearances, licences, certifications, and safety records.
  • Prepare contractor work authorizations and supporting documentation for approval.
  • Coordinate contractor orientation, permits, escorts, and site access requirements.
  • Verify that contractor work is completed according to the approved scope.
  • Review contractor service reports and support invoice verification.
  • Maintain positive vendor relationships and monitor contractor performance, service quality, response time, and safety compliance.
    
• Equipment & Operational Efficiency
  • Maintain an accurate equipment and asset inventory within the maintenance management system.
  • Track equipment maintenance history, recurring failures, repair costs, and downtime.
  • Identify repeat equipment issues and provide maintenance information to support root cause analysis.
  • Support maintenance and reliability improvement initiatives.
  • Assist with equipment inspections, repair planning, troubleshooting coordination, and vendor-supported maintenance.
  • Coordinate maintenance support for equipment upgrades, installations, and capital improvement projects.
  • Use maintenance data to identify opportunities for improved reliability, reduced downtime, and better resource allocation.
    
• Facility Management & Compliance
  • Coordinate maintenance activities for building systems, HVAC equipment, electrical infrastructure, fire protection systems, doors, docks, and facility utilities.
  • Ensure required facility inspections, testing, and certifications are completed and documented.
  • Support the implementation of maintenance safety procedures, including lockout/tagout and work permit requirements.
  • Maintain service records, inspection certificates, equipment manuals, drawings, warranty documents, and contractor reports.
  • Support emergency preparedness and facility response planning.
  • Maintain documentation required for regulatory, ISO, R2, safety, and customer audits.
  • Report unsafe conditions and hold maintenance or contractor work when required safety controls are not in place.
    
• Maintenance Reporting & Cross-Departmental Support
  • Prepare weekly maintenance reports covering work-order intake, open backlog, preventive maintenance completion, parts delays, and contractor activities.
  • Prepare monthly maintenance performance reports and dashboards.
  • Track maintenance KPIs, including PM compliance, schedule compliance, work-order aging, repeat failures, and closure performance.
  • Collaborate with Operations, Engineering, EHS, Procurement, Finance, and other departments to coordinate maintenance requirements.
  • Provide equipment maintenance history and documentation for incident investigations and reliability reviews.
  • Act as a reliable backup to the Maintenance Supervisor by supporting daily maintenance coordination, scheduling, documentation, and workflow management.
  • Proactively identify and resolve maintenance planning or coordination issues that may affect productivity and operational efficiency.

Qualifications

Required Qualifications

• Minimum of three years of experience in maintenance planning, maintenance coordination, facilities coordination, or industrial maintenance.
• Experience using a computerized maintenance management system or maintenance work-order platform.
• Knowledge of preventive and corrective maintenance processes.
• Strong planning, scheduling, organizational, and follow-up skills.
• Ability to develop systems and workflows appropriate to the scale of operations.
• Ability to read equipment manuals, drawings, parts lists, and technical documentation.
• Basic knowledge of HVAC systems, electrical systems, mechanical equipment, hydraulic systems, and pneumatic systems.
• Experience coordinating vendors, contractors, parts suppliers, and maintenance service providers.
• Experience managing spare parts, purchase requests, receiving, and inventory records.
• Strong written and verbal communication skills.
• Proficiency in Microsoft 365, particularly Excel, Outlook, Word, and Teams.
• Ability to work collaboratively with maintenance personnel, contractors, supervisors, and cross-functional teams.

Preferred Qualifications / Assets

• College diploma in Mechanical Engineering Technology, Electrical Engineering Technology, Industrial Maintenance, Facilities Management, or a related discipline.
• Experience developing or improving a preventive maintenance program.
• Experience supporting CMMS implementation, migration, or data cleanup.
• Experience with Microsoft Dynamics Business Central, Power BI, or similar reporting tools.
• Experience with production equipment, conveyors, shredders, optical sorters, balers, forklifts, clamp trucks, HVAC, or building management or building automation systems.

Working Conditions

• Frequent work on the plant floor with required personal protective equipment.
• Work is divided among the plant floor, maintenance areas, parts storage areas, and a desk environment.
• Extended standing and walking may be required.
• Occasional travel to other company locations and occasional early or late hours for contractor coordination, planned maintenance, or parts receipt.

What We Offer

• Company-paid Extended Health & Dental Benefits
• Disability and Life Insurance
• RRSP Match Program up to 4%
• Short Term Incentive Plan
• 3 weeks' vacation
• Education Reimbursement Program
• Employee Assistance Program
• Safety Shoes & Glasses Reimbursement
• Employee Purchase Program, up to 22% off on Qnovum.ca
• Opportunity to play a part in protecting the environment and contributing to sustainability
  
  

Quantum is an equal opportunity employer. We promote excellence through diversity and encourage all qualified persons to apply. We thank you for your interest; however, only those selected for an interview will be contacted. Quantum is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will collaborate with you to meet your needs. Accommodation may be provided in all parts of the hiring process.

Salary or wage rate ranges are the range in which Quantum reasonably expects to set a candidate’s pay for the posted position. Actual placement depends on the individual skills and experience level of a candidate plus the total compensation and equity across team members.

Automated technologies, such as artificial intelligence, may be incorporated into our recruitment process. This includes, but is not limited to, AI-driven screening and assessment methods.

Quantum offers a unique insight into the E-waste industry, with its fast-paced and ever-changing environment! To learn more about us, visit: www.quantumlifecycle.com.