Contract Supervisor

**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 Property, Fleet & Environment, 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 Property, Fleet & Environment business unit, with a focus on continuous quality improvement.

The Contract 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 million.

The Supervisor provides leadership in work management support by filling in for Building Service Supervisors and the Manager, Contract Services & Operations while on leave or vacation.

**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. Distribute concise, accurate, and comprehendible inspection summaries to the vendor
- Meet with vendors and HRM site staff on site if required, to review vendor compliance and address any deficiencies in service. Document vendor interactions and copy to Procurement for vendor files.
- 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 for snow and ice control.
- Monitor snow removal and ice control as needed during snow events.
- Monitor winter road conditions, initiate call in of contractors and equipment for snow operations for all HRM facilities, if required.
- Monitor vendor compliance to supply salt at HRM sites.
- Ensure snow logs are received from snow vendors on a regular basis.
- 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 included deficiencies not related to the cleaning contract.
- Investigate reported contract compliance issues.

**Customer Relations**
- Work closely with other business units to assess their operational and maintenance needs, develop strategies to optimize resources, make recommendations on contract options, and obtain contractual services to meet their needs.
- Works closely with Facility Design and Construction staff and makes recommendations on refuse, snow and janitorial requirements for new and renovated facilities.
- Provide effective leadership to customers and vendors to ensure optimum service levels.
- Maintain appropriate communication with all relevant parties when addressing contract issues. This includes the customer, vendor, supervisors, coordinators, building service advisors.
- Develop and maintain strong working relationships with vendors and customers to optimize customer service and manage customer expectations with contracted requirements.
- Work with manufacturers and/or their representatives to ensure proper cleaning or maintenance