Job Description:

POSITION PURPOSE:

Reporting to the Supervisor Facilities Services, is responsible for contract life cycle activities and documentation associated with facilities operations and maintenance contracted services; participating in contract management and procurement processes review to optimize and streamline life cycle contract management; ensuring due diligence and compliance to related standards; participating in vendor responses, awards, contracts, purchase orders, and related documentation ensuring all legal requirements and standards are met; completing and participating in site inspections to ensure services provided are in compliance with contracts; and ensuring follow up on identified issues with vendors throughout the contract lifecycle, including actively participating in vendor reviews, and preparing reports and studies, as required.

MAJOR RESPONSIBILITIES

Participates in the review of the contract life cycle process for facilities operations and maintenance services contracts, providing advice to management on contract expiry dates, and other contract related issues.

Coordinates the development of performance based contracts for the supply of services and equipment for required services.

Coordinates the preparation and processing of documents, including the coordination of related documents such as, purchasing documents and contracts, quotations, tenders and proposals, contract renewals etc.

Assists management with the vendor response evaluation and contract activities, providing support to staff involved in these activities.

Maintains a central repository of contracts utilizing contract management systems in accordance with industry best practice.

Researches and recommends quality assurance standards, service standards and productivity measures for vendor services.

Participates in vendor performance reviews with service providers for facilities, maintenance and operations services.

Prepares documentation, reports on contracted services activities, and performance standards updates for management; assists with correspondence to contractors and reports, as directed.

Analyzes contract renewals for multiple year services using historical data to identify cost savings opportunities.

Participates in contract process reviews in coordination with key stakeholders to maximize efficiencies and streamlining of contract processes.

Liaises with key stakeholders on contract and purchasing matters.

Responds to inquiries and resolves concerns, as appropriate.

Participates in and conducts site inspections, coordinating contractor access, monitoring contractor activities to ensure services provided are in accordance with contract documents on occasion, as required.

Performs other duties as assigned, in accordance with Branch and Department objectives.

QUALIFICATIONS

Successful completion of a College Diploma in Finance, Business Administration, Law or related field or approved equivalent combination of education and experience.

Successful completion of one of the following certification programs as a Certified Professional Public Buyer (C.P.P.B.) with the National Institute of Government Purchasers and/or Certified Supply Chain Management Professional (SCMP) with Supply Chain Management Association (SCMA).

Minimum three (3) years’ demonstrated related experience in a public sector environment in procurement, contract management, including contract interpretation and processing, and experience dealing with a variety of purchases for both goods and services.

Proficient in the use of MS Office software applications.

Familiarity with purchasing principles and practices preferably within a public sector environment.

Analytical skills to assess contract services best practices, market conditions and processes.

Good verbal and written communication skills to discuss terms and conditions with vendors and make recommendations and ability to interact with various stakeholders.

Demonstrated ability to interpret complex contracts with advanced organizational skills to coordinate processing of contracts and post-award scope changes though to contract closeout.

Valid Ontario Class “G” driver’s license free of serious offences under the Highway Traffic Act and reliable vehicle for use on corporate business.

Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self-management, accountability, flexibility and adaptability.

NOTE

All York Region Employees are required to be fully vaccinated with a COVID-19 vaccine series, approved by Health Canada or the World Health Organization, as a condition of hire. Should you be the successful candidate, you will be required to comply with the Region's mandatory Vaccination Policy that is in effect.

Job Requirements:

POSITION PURPOSE:

Reporting to the Supervisor Facilities Services, is responsible for contract life cycle activities and documentation associated with facilities operations and maintenance contracted services; participating in contract management and procurement processes review to optimize and streamline life cycle contract management; ensuring due diligence and compliance to related standards; participating in vendor responses, awards, contracts, purchase orders, and related documentation ensuring all legal requirements and standards are met; completing and participating in site inspections to ensure services provided are in compliance with contracts; and ensuring follow up on identified issues with vendors throughout the contract lifecycle, including actively participating in vendor reviews, and preparing reports and studies, as required.

MAJOR RESPONSIBILITIES

Participates in the review of the contract life cycle process for facilities operations and maintenance services contracts, providing advice to management on contract expiry dates, and other contract related issues.

Coordinates the development of performance based contracts for the supply of services and equipment for required services.

Coordinates the preparation and processing of documents, including the coordination of related documents such as, purchasing documents and contracts, quotations, tenders and proposals, contract renewals etc.

Assists management with the vendor response evaluation and contract activities, providing support to staff involved in these activities.

Maintains a central repository of contracts utilizing contract management systems in accordance with industry best practice.

Researches and recommends quality assurance standards, service standards and productivity measures for vendor services.

Participates in vendor performance reviews with service providers for facilities, maintenance and operations services.

Prepares documentation, reports on contracted services activities, and performance standards updates for management; assists with correspondence to contractors and reports, as directed.

Analyzes contract renewals for multiple year services using historical data to identify cost savings opportunities.

Participates in contract process reviews in coordination with key stakeholders to maximize efficiencies and streamlining of contract processes.

Liaises with key stakeholders on contract and purchasing matters.

Responds to inquiries and resolves concerns, as appropriate.

Participates in and conducts site inspections, coordinating contractor access, monitoring contractor activities to ensure services provided are in accordance with contract documents on occasion, as required.

Performs other duties as assigned, in accordance with Branch and Department objectives.

QUALIFICATIONS

Successful completion of a College Diploma in Finance, Business Administration, Law or related field or approved equivalent combination of education and experience.

Successful completion of one of the following certification programs as a Certified Professional Public Buyer (C.P.P.B.) with the National Institute of Government Purchasers and/or Certified Supply Chain Management Professional (SCMP) with Supply Chain Management Association (SCMA).

Minimum three (3) years’ demonstrated related experience in a public sector environment in procurement, contract management, including contract interpretation and processing, and experience dealing with a variety of purchases for both goods and services.

Proficient in the use of MS Office software applications.

Familiarity with purchasing principles and practices preferably within a public sector environment.

Analytical skills to assess contract services best practices, market conditions and processes.

Good verbal and written communication skills to discuss terms and conditions with vendors and make recommendations and ability to interact with various stakeholders.

Demonstrated ability to interpret complex contracts with advanced organizational skills to coordinate processing of contracts and post-award scope changes though to contract closeout.

Valid Ontario Class “G” driver’s license free of serious offences under the Highway Traffic Act and reliable vehicle for use on corporate business.

Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self-management, accountability, flexibility and adaptability.