Contract Management Specialist

ABOUT US

Almost 1.2 million residents call York Region home making it one of the largest regions in Canada and the fastest growing with a population thats expected to grow to more than 2 million by 2041. Our geography which is comprised of about 1800 square kilometers over nine different municipalities is as beautiful interesting and diverse as our government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canadas Best Employers by Forbes we offer a collaborative progressive workplace that takes pride in our organizational culture and is committed to living The 13 Factors of Psychological Health and Safety in the Workplace aligned with our vision to create strong caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health dental and life insurance access to a 24/7 Employee and Family Assistance Programand corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - Were committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential participate freely in society and live with respect dignity and freedom from discrimination. Our robust Inclusion Diversity Equity and Accessibility program continues to grow and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE
Reporting to the Supervisor Facilities Services this role is responsible for leading the contract life-cycle activities documentation and vendor management associated with complex and high-value facilities operations and maintenance contracted services. The role is responsible for structuring clear and industry-compliant contracts and procurement documents developing comprehensive scopes of work and assisting with vendor management and performance reviews throughout the contract lifecycle. This position contributes to process improvement activities related to contract tracking and visibility and evaluating and managing vendor performance. Additionally the role offers guidance and mentorship to Contract Administrators and provides recommendations to management on contract-related issues ensuring informed decision-making.

WHAT YOU WILL BE DOING

• Collaborates/works with partners and follows the corporate strategic leadership planning and direction related to this function to ensure alignment with corporate objectives and direction.
• Leads the review and optimization of the contract life process for facilities operations and maintenance contracts.
• Constructs performance-based contracts for the supply of services and equipment ensuring contractual obligations are met and performance standards are maintained.
• Structures and prepares procurement documents (RFXs) that are clear and compliant with market standards and trade treaty requirements.
• Develops detailed scopes of work that encompass technical and operational requirements; drafts award packages briefing notes award letters and other procurement and contract-related documents ensuring all contracts are robust and binding and comply with relevant legislation trade treaties and procurement laws.
• Assesses vendor proposals to determine their capability to meet contract requirements; handles vendor performance throughout the contract lifecycle ensuring adherence to contractual terms and addressing any performance issues promptly.
• Administers vendor performance reviews preparing detailed reports on contracted services activities and performance standards for management.
• Provides contract management advisory services to client departments and provides recommendations to management on contract-related issues to ensure informed decision-making.
• Collaborates with legal and risk management teams to strengthen procurement documents and resolve disputes as necessary.
• Maintains tracking and records on procurement and contract activities using project tracking system.
• Performs thorough reviews of existing contracts to assess completeness accuracy and compliance; identifies gaps and evaluates the effectiveness of previous contract management approaches providing recommendations for improvement.
• Analyzes market trends and industry standards to inform budget preparation and procurement strategies; develops and documents the methodology for procurement budget preparation.
• Conducts financial analysis and generates reports to support and inform strategic decision-making processes.
• Liaises with the procurement office and other stakeholders to ensure smooth communication and execution of procurement activities.
• Facilitates procurement meetings including but not limited to vendor onboarding kick-off meetings vendor debriefings KPI assessment and reviews and site visits.
• Provides guidance and mentorship to Contract Administrators.
• Ensures prompt follow-up on identified contract issues and life cycle timelines maintaining high standards of quality and compliance.

WHAT WE ARE LOOKING FOR

• Successful completion of a Community College Diploma in a 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 five (5) 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.
• Thorough knowledge of public purchasing principles and practices procurement laws and contract management systems.
• Ability to demonstrate the Regions core competencies.
• Intermediate skills in virtual platforms and MS Office.
• Excellent interpersonal skills and ability to connect with a range of internal and external partners while focusing on fostering collaborative work relationships.
• Strong report writing research analytical organizational and presentation skills and ability to work to tight deadlines.