Facilities Contract Administrator

2 weeks ago

Niagara, Canada Niagara Region Full time

**Division**:
Construction, Energy and Facilities Management

**Temporary Duration**:
Approximate Duration: 12 months

**About Us**:
Serving a diverse urban and rural population of more than 475,000, 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.

At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.

For the Region's full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

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**Job Summary**:
Reporting to the Manager of 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 is preferred.

**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**:
**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. (30% of time)**:

- 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.

**Supervises maintenance projects within Facilities Management. (20% of time)**:

- 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.

**Monitors work schedules of contractors and contractor staff. (30% of time)**:

- 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.

**Prepares reports and documentation to support project coordination activities. (15% of time)**:

- 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

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