Contract Supervisor

4 days ago

Halifax, Canada Halifax Regional Municipality Full time

**Job Posting**

Under the general direction of the Manager Contract Services and Operations, the Supervisor is responsible for the delivery of Contracted Services for all HRM facilities and properties with a focus on performance excellence. The Contract Supervisor is responsible and accountable for the delivery of high-quality contract work performed through PFE, pertaining but not limited to, janitorial contracts, snow removal contracts, elevator maintenance contracts and source separation contracts. Working through private sector service providers and community partners, the Supervisor ensures high quality contract work that meets the needs of the PFE business unit, with a focus on continuous quality improvement.

The Supervisor will provide leadership in customer service excellence, ensuring contractors follow guidelines set up by municipal, provincial and federal legislation, ensuring contract compliance by vendors and that contracted services are delivered in an efficient and cost-effective manner within FMO defined budgets. The Contract Supervisor supports other business units with the delivery of contract work through consultation on their service needs and providing recommendations based on cost estimates and site specifications. The Contract Supervisor will ensure work is performed to service levels as agreed upon by the business unit. In collaboration with the Manager, Contract Services & Operations, the Contract Supervisor oversees service contracts over $7,000,000.

**DUTIES AND RESPONSIBILITIES**:
**Contract Management**
- Work closely with Procurement staff, HRM Site Staff and the Manager, Contract Services & Operations to develop service contract documents including contract deliverables, quality standards, bid sheets and site specific information to assist in developing contract scope and in the evaluating and awarding process
- Lead mandatory bidders’ meetings
- Complete Vendor Evaluations annually or at the end of each contract
- Assist in the grouping of sites for tender bids to support competitive pricing
- Review and evaluate service contracts on a regular basis to ensure deliverables and site information remains relevant

**Contract Compliance & Vendor Accountability**
- Maintain proficiency in contracted quality standards as a basis to perform regular inspections
- Complete cleaning inspections on HRM buildings with contracted cleaning services prioritized based on Building Class
- Meet with vendors and HRM site staff on site to review vendor compliance and address any deficiencies in service
- Ensure vendors comply with contracted service requirements and address any compliance issues with the vendor in a timely manner
- Assess and manage vendor equipment requirements and service standards for snow and ice control
- Monitor snow removal and ice control as needed during snow events, initiate call in of contractors and equipment
- Ensure guidelines and service standards are met by contractors
- Ensure contractors work within a healthy and safe workplace and that contractors comply with all applicable codes and legislation
- Address contract issues identified by FMO Building Service Coordinators and Supervisors ensuring FMO processes are followed
- Forward to BMS any site deficiency identified during cleaning inspections
- Investigate reported contract compliance issues

**Financial Responsibilities**
- Monitor and manage revenues and expenditures within the FMO budget. In co-operation with the Supervisors, Coordinators, and Managers assist in identifying and prioritizing projects within PFE
- Work with other business units to ensure work is performed in an efficient and cost-effective manner.
- Partner with the Procurement Department to ensure optimum pricing when obtaining contractual service.

**QUALIFICATIONS**:
**Education & Experience**
- The incumbent shall possess a post-secondary degree or diploma, preferably in the contract management field; procurement or; business administration
- BOMA certification (RPA and/or FMA) and/or a trade certification preferred
- A minimum of 3 years’ experience in the facilities management field
- A minimum of 3 years’ experience overseeing contracts including: assessing needs, developing specifications, tendering, awarding contracts, and ensuring service levels are met
- A valid Nova Scotia driver’s license
- A minimum of 3 years’ Supervisory experience
- Ability to supervise contract work and set standards
- Ability to supervise contractors and unionized staff

**TECHNICAL / JOB SPECIFIC KNOWLEDGE AND ABILITIES**:

- Clear understanding of the Property, Fleet & Environment delivery service
- Clear understanding of HRM Procurement policies and delivery system.
- Expertise in budget monitoring
- Comprehensive knowledge of occupational safety and environmental regulation and practices

**COMPETENCIES**:Valuing Diversity, Analytical Thinking, Communications, Customer Service, Decision Making, Organizing & Planning, Teamwork & Cooperation, Value & E

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