Facilities Contract Administrator

Niagara Region - Niagara, ON (30+ days ago)

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Serving a diverse urban and rural population of more than 430,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.

JOB SUMMARY
Reporting to the Manager, Facilities Management, the Facilities Contract Administrator is responsible for reviewing, amending and administering annual contracts for the Facilities Section, ensuring authorizations and approvals for contract and bid awards, are prepared, and planning, executing, monitoring and supervising maintenance and security projects within the Facilities Operations Section.

EDUCATION
  • Business/Office Administration Certificate and/or Diploma
  • Training in Contract Administration is preferred
  • Additional Accounting courses considered an asset
KNOWLEDGE
  • 3 year project experience or a combination of education and work experience deemed equivalent by the department.
  • 5 years project experience or a combination of education and work experience deemed equivalent by the department is preferred.
  • Detailed knowledge of provisions of the Occupational Health & Safety Act and applicable facilities legislation (including but not limited to Building Code, Fire Code, TSSA, ESA, MOE, Security legislation)
  • FMP and/or PMP is preferred
RESPONSIBILITIES
1. Reviews and audits all contracts for the Facilities Management section, ensuring authorizations and approvals for contract and bid awards are in place, conducting inspections and preparing amendments as required.
  • Attends all pertinent meetings regarding project and report summary of meeting to the Manager.
  • Makes recommendations for future contracts that may arise from current project work.
2. Supervises maintenance projects within Facilities Management.
  • Develops, plans, executes and monitors maintenance projects.
  • Meets with stakeholders to identify needs and requirements of project
  • Develops schedule and identify deadlines and priorities
  • Monitors the work and make adjustments where applicable
  • Determines and assigns materials, equipment and tools that may be required for work assignments and ensures their return at the end of the day.
  • Coordinates the scheduling of specialized equipment and any pre-planning with managers.
  • Ensures utility locates and clearances for maintenance activities are secured.
  • Prepares, in consultation with the Managers, contingency plans in event of adverse effect/incident as a result of work.
  • Procures supplies and services in accordance with established guidelines and policies.
  • Monitors repairs undertaken by contractors' employees.
3. Monitors work schedules of contractors and contractor staff.
  • Provides technical assistance to contractor’s staff and other Regional Departments as required.
  • Monitors work by contractor for compliance with requirements set out under a contract
  • Organizes and conducts meetings with staff to provide information on project status
  • Responds to emergencies, complaints and request for service and takes necessary action.
4. Prepares reports and documentation to support project coordination activities.
  • Approves weekly/monthly activity records consisting of labour, equipment and material charges.
  • Prepares authorizations for payment certificates based on data from records and as per established policy requirements.
  • Prepares bi-weekly progress reports for Manager of Facilities, identifying deficiencies, delays, design changes or substitution of components.
  • Maintains detailed daily work diary that will be retained for 5 years for reference in the event of litigation.
  • Monitors expenditures, unit cost and productivity within the contract to meet pre-established standards and take corrective action when necessary.
5. Maintains relationships with government agencies, manufacturers and suppliers of operating and maintenance materials and services.
  • Keeps abreast of new technology in facilities, including amendments to the appropriate standards. Monitors and ensures compliance with provisions of the Occupational Health and Safety Act and other Regulations and legislation applicable to Facilities Operations (I.e. Building code, TSSA, ESA, MOE, MOL) as well standards as established by governing agencies, internal policies and best practices.
6. Security Coordination and Administration
  • Performs project management for security projects and upgrades to existing infrastructure
  • Coordinates with inter-departmental teams for security and access control to CE&FM facilities
  • Keep abreast of technical standards and guidelines pertaining to security in critical infrastructure
  • Coordinates and participates in meetings to review security needs and provide expert advice related to security systems and options available.
  • Respond to and problem solve access control issues promptly in order to maintain security and safety of the staff and building
  • Manage and maintain video management system ensuring privacy of content to those only with authority
  • Coordinate all repairs and maintenance for access control and video management systems
  • Administer access cards and/or keys to staff
SPECIAL REQUIREMENTS
  • In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate.
  • Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.
  • May be required to support emergency operations under the incident management structure, at the direction of the Emergency Operations Centre Director
  • Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values of service, honesty, choice, partnership and respect.
Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY!

Let us know why you would be an excellent team member by submitting your online application.

We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.