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Contract Administrator, Shop/garages

4 weeks ago

Toronto, Canada Toronto Transit Commission Full time

**JOB INFORMATION**

**Requisition ID**: 7536
**Number of Vacancies**: 1
**Department**: Bus Maintenance & Shops (20000505) - Fleet Management & Administration (30000148)
**Salary Information**: $69,342.00 - $86,686.60
**Pay Scale Group**: Level 7
**Employment Type**: Regular
**Weekly Hours**: 35,
**Off Days**: Saturday / Sunday
**Shift**: Day
**Posted On**: April 11, 2023
**Last Day to Apply**: April 13, 2023
**Reports to**:Supervisor Fleet Contract Administration

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."

**General Accountability**:

- Performs various duties relating to the acquisition and delivery of materials, equipment and services for the maintenance and overhaul of TTC vehicles, shop equipment, and the general operation of the shop & garages; performs daily activities associated with procurement, expediting, returns, payment and contract administration in accordance with TTC policies and departmental guidelines.**Key Job Functions**:

- Perform various duties associated with the acquisition and delivery of materials, gases, equipment and services for the maintenance and overhaul of TTC revenue and non-revenue vehicles, shop equipment and the general operation of Duncan Shop and the garages.
- Ensure proper documentation is processed to procure materials, equipment and services from system and service contracts or corporate credit card
- Research, prepare and/or update product/service terms and specifications based on the user’s requirements for tender/proposal/contract documents
- Performing daily activities associated with the procurement, expediting, returns, payment and contract administration in accordance with TTC policies and departmental guidelines
- Monitor and expedite all outstanding contract items and “emergency” orders for timely delivery
- Coordinate and resolve all vendor claims, monitor vendor performance for compliance with terms and the requirements of product specifications; and resolve all discrepancies between the vendor and the user and ensure contract files are complete and up-to-date
- Review, validate and authorize vendor invoicing, packing slips, etc. and resolve any discrepancies
- Liaising with the Accounts Payable section of Finance Department for invoice and/or payment processing
- Preparing contract amendments and supporting documentation where appropriate and forwarding to the Materials & Procurement Department for processing.
- Maintaining various spreadsheets and databases relating to work activities
- Provide guidance, advice, updated information, written procedures and training to personnel regarding the Commission’s procurement/contract administration policies and procedures, the operation of IFS/VWO and other related areas such as the contracts specific to their location
- Promotes a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Provides leadership in the development and implementation of inclusive and accessible policies, programs and/or services for employees and customers in accordance with TTC's commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC's policies.

**Skills**:

- Communicate in a variety of mediums
- Plan and organize activities / projects to meet section and organizational goals

**Education and Experience**:

- Completion of a post-secondary college diploma or university degree in a related discipline or a combination of education, training and experience deemed to be equivalent.

**Additional Requirements**:

- Good knowledge of purchasing, contract administration, materials management methods and practices; combined with knowledge of automotive components/parts as gained through experience in a Shop/Garage or maintenance facility
- Sound judgement, good analytical and problem solving skills, organization, administration and interpersonal skills and excellent verbal and written communication.
- Strong organizational skills to deal with urgent requirements, tight deadlines and changing priorities
- Demonstrated ability to interpret and analyse data and financial records and reports, locate errors, recommend solutions and prepare reports
- Must have or quickly acquire knowledge of the TTC’s and Department’s policies, practices, standards, processes and computer mainframe systems such as VWO, IFS and other databases related to the work
- Completion of a community college program

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