York Region Hiring for Contract Administrator at Newmarket, ON Full Time

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.