Service Contracts Coordinator - Halton, Canada - Halton Region

Halton Region

Verified Company

Halton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Service Contracts Coordinator:

At Halton Region, we treat everyone with respect, honesty, fairness and trust. As an equal opportunity employer, we are committed to establishing a qualified workforce that is reflective of the diverse population we serve. Halton Region is committed to providing accommodation to individuals with disabilities throughout the recruitment process._
Over the next 4 years, the Region's goal is to become a Digital First organization that is committed to delivering highquality services in the digital age. Our Digital Mission is to offer 125 of our most used customerfacing services and the top 50 internal processes and staff experiences as complete digital services by 2025._
Through collaboration, innovation, digital and information decisionmaking models, accountability, and partnerships, Halton Region aims to Build a Strong Digital Culture. The Region aims to invest in education, and training, celebrate and showcase successes and build a community of practice that will share knowledge and tap into individual skills._
There is no better time to join Halton Region as we transform our conventions and practices to better serve our community and employees._
As an employer of choice, Halton Region recognizes the many benefits of hybrid work arrangements including flexibility and better worklife balance for our employees. Where the work permits, employees will have the choice to work where they can have the greatest impact on achieving our goals. Please note, that this position is eligible for our Hybrid Work Program/Work from Home Arrangement._

Posting ID: 1575

Department:
Digital & Information Services

Division:
Energy Fleet & Facilities

Pay Range:
$75,743- $100,992

Job Type:
Permanent

Hours of Work: 35 hours per week

Work Location:
Halton Regional Centre Bronte Road, Oakville

Employee Group:

OCT

Posting Date:
January 26, 2023

Application Deadline:
February 10, 2023

Job Summary:

Reporting to the Supervisor, Business Process & Customer Service, this role develops and maintains contract documents and specifications, tracks and actions contract renewals to support the supply of goods and services for Regional projects and the Energy, Fleet & Facilities Division.

Duties & Responsibilities:

Monitors and tracks all contract activities in order to mitigate disruptions in the supply of goods and services for Regional Projects and the Energy, Fleet & Facilities Division.
Prepares procurement documents such as specifications, Request For Proposal (RFPs), Request For Tender (RFTs) and Request For Quotation (RFQs).
Develops and maintain contract renewal plans in order to document the life cycle of all new and existing contracts as well as plan for future contract terms.
Provides input regarding projected operating budget increases as well as current committed and noncommitted costs to ensure accuracy of information.
Coordinates activities with departments within the Region to gather information related to customer specifications and needs as well as follow up to ensure customer satisfaction.
Reviews existing specifications, equipment, and inventory to ensure quality and cost efficiency and validates with the computerized maintenance management system and capital planning software.
Conducts prebid meetings, site tours, and responds to inquiries to ensure submissions are accurate and align with project specifications.
Creates Purchase Order Requisitions, enters electronic bid and requisition information into internal systems for Purchase Order and Contract creation purposes.
Builds and maintains a database of all new and existing sites and equipment, incorporating a schedule for regular site inspection visits to ensure services meet Regional policies, standards, and legislation.
Liaises with contractors and program areas to ensure appropriate corrective actions are taken based on site inspections or through program area complaint.
Maintains the efiling system for all contract documents including, draft and completed procurement documents including specifications, RFP, RFT, RFQ documents, vendor performance issues, shared contracts log, and inspection forms for current and new facilities, and contracts.
Performs other duties as assigned.

Skills & Qualifications:

Essential

Degree or diploma related to Business, Purchasing or Facility Management.
Minimum of five (5) years of progressive experience in building environment systems and services, tendering processes and contract administration.
Sound knowledge of contract administration principles related to facility management.
Strong skills in problem solving, communication, interpersonal and negotiation.
Ability to exercise sound judgment related to contract management.
Demonstrated technical knowledge of heating, ventilation, and air conditioning (HVAC), refrigeration, electrical, plumbing and structural systems, preventive/reactive