Fleet and Facility Maintenance

Position Summary

The Fleet and Facility Maintenance (FFM) Worker ensures both organizational facilities and vehicle fleet are safe, functional, compliant, and service-ready. This role includes routine facility inspections, minor maintenance and installations, safety equipment monitoring, and fleet readiness activities. Through proactive maintenance, documentation, and coordination, this position helps ensure uninterrupted service delivery, regulatory compliance, and responsible stewardship of organizational assets.

Duties, Responsibility and Authority

This role operates with clearly defined responsibility and accountability for facility and fleet readiness activities, leading assigned tasks independently while supporting Management through accurate reporting, coordination, and continuous improvement.

Facility Maintenance and Site Safety

• Conduct regular site inspections of Helping Hands Orillia facilities and workspaces to identify safety, maintenance, or repair needs.

• Monitor and ensure required safety equipment (e.g., fire extinguishers, emergency lighting, exit signage, first aid kits) is present, current, accessible, and functional.

• Coordinate and/or perform minor repairs, adjustments, and basic installations (e.g., shelving, fixtures, signage, safety equipment) within scope of training.

• Identify hazards, deficiencies, or maintenance issues and escalate items requiring external contractors or specialized services.

• Maintain logs and documentation related to facility inspections, safety checks, and completed maintenance tasks.

• Support compliance with health and safety standards, fire safety requirements, and organizational policies related to facilities.

Fleet Readiness and Daily Operations

 

• Lead daily vehicle readiness activities, including completing and/or verifying vehicle inspections and circle checks.
• Lead preparation of vehicles to ensure they are clean, fueled, stocked, and service ready for scheduled use.
• Manage day to day availability of fleet vehicles to support uninterrupted transportation services.

• Support drivers and volunteers by ensuring vehicles are safe, reliable, and prepared prior to each shift.

Safety, Compliance, and Risk Management

 

• Lead the Identify and escalate facility or vehicle safety, maintenance, or compliance concerns in a timely manner.

• Support adherence to organizational health and safety, fire safety, and transportation policies.

 

• Manage documentation related to inspections, insurance requirements, preventive maintenance, and compliance records.
• Assist management with reporting on safety trends including fleet safety, risks, and quality improvement opportunities related to facilities and fleet.

Maintenance and Asset Management

 

• Lead coordination of servicing, repairs, inspections, maintenance and returns for facilities and fleet.
• Manage tracking of preventive maintenance schedules, usage/mileage, service intervals, downtime, and readiness status for fleet and facility assets
• Manage efficient use and care of organizational assets to reduce downtime and prevent avoidable costs.

Coordination, Communication, and Continuous Improvement

 

• In support of management support the coordination of internal staff, volunteer drivers, and external service providers using vehicles to minimize vehicle downtime.
• Assist with quality improvement initiatives related to transportation safety and operational efficiency.
• Assist with special projects related to fleet optimization and transportation program improvements.
• Lead clear and timely communication with supervisors regarding fleet status, risks, or service impacts.

Transportation Service Support and Back-up Driver Responsibilities

 

• Act as a relief or back-up driver when scheduled volunteer drivers are unavailable or service needs require additional coverage.
• Lead safe operation of Helping Hands Orillia vehicles when assigned to driving duties, in accordance with organizational policies, Highway Traffic Act requirements, and defensive driving best practices.

• Support respectful, safe client pickups and drop-offs while maintaining positive client experience.

 

• Manage the transition between facility, fleet, and driving duties to ensure continuity of service

Required Knowledge, Skills, Abilities, and Other Qualifications:

• Valid Ontario Driver's Licence (Class G or higher).

• Clean driver's abstract, or ability to obtain and maintain.

• Ability to perform routine facility inspections and identify safety or maintenance concerns.

• Demonstrated reliability and strong attention to detail.

• Ability to safely operate and maneuver multiple vehicle types.

• Comfort performing minor repairs, basic installations, and light maintenance tasks.

• Ability to work independently with minimal supervision.

• Physical ability to perform vehicle related tasks, including walking, bending, reaching, light lifting, and vehicle cleaning.

• Strong organizational and time management skills.

• Clear verbal and written communication skills and basic documentation skills

Preferred / Asset Qualifications

• Previous experience in fleet support, vehicle operations, logistics, or transportation environments.

• Experience coordinating preventive maintenance or working with service providers.

• Familiarity with vehicle inspections or circle check processes.

• Experience in a safety sensitive or compliance focused role.

• Basic mechanical awareness (this is not a mechanic position).

Work Conditions

• Part-time hours with flexibility based on service demand.

• Combination of indoor and outdoor work.

• Local driving required.

• Exposure to varying weather conditions.

• Moderate physical activity related to vehicle preparation and movement

Key Outcomes of the Role

• Vehicles are consistently safe, clean, inspected, and service ready.

• Reduced preventable vehicle downtime and service disruptions.

• Increased volunteer driver capacity and satisfaction.

• Strong compliance with safety, insurance, and transportation requirements.

• Effective stewardship of Helping Hands Orillia's fleet assets.

Other Considerations

Due to the changing nature of the Organization's role and relationship with funders, the duties and responsibilities of this position may change, from time to time, necessitating the delegation of other related duties within the Organization.

This position is created and maintained within the Organization through program funding through the Government of Ontario. The continuation of this position within the organization is dependent on continued funding through the Government of Ontario.