Facilities Contract Administrator

1 week ago


Niagara Falls, Ontario, Canada Niagara Region Full time
Job Summary

The Facilities Contract Administrator plays a crucial role in managing contracts and overseeing maintenance projects for the Facilities Management section. This position requires excellent project management skills, attention to detail, and strong communication abilities.

About the Role

This role involves reviewing and auditing contracts, ensuring authorizations and approvals are in place, conducting inspections, and preparing amendments as required. The successful candidate will also supervise maintenance projects, develop plans, execute, and monitor progress, meet with stakeholders to identify needs and requirements, and determine priorities and deadlines.

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
  • C coordinate 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 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
Requirements

We are seeking a highly organized and detail-oriented individual who possesses excellent communication and project management skills. The ideal candidate will have:

  • Business/Office Administration Certificate and/or Diploma
  • Training in Contract Administration is preferred
  • Additional Accounting courses is preferred
  • 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
Salary and Benefits

We offer a competitive salary range of $60,000-$80,000 per annum, commensurate with experience. Additionally, we provide a comprehensive benefits package, including health and dental insurance, pension plan, and paid vacation time.



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