Facilities Service Contract Coordinator

**Our Story**:
Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**The Role**:
Assists to administer service contracts for regional facilities and external regional agencies/clients, including developing and implementing contract terms, standards, and scope of work, and monitoring contract implementation and effectiveness. Coordinates contractor performance meetings and maintains processes to document and track performance, renewals, and deadlines.

**Duties/Responsibilities**:
Assists to develop and administers annual service contracts for maintenance work and services (e.g., snow removal, janitorial, window cleaning, plants, mats, pest control, grounds maintenance, elevator maintenance, waste/recycling, fire and life safety, fire extinguisher inspections).

Participates in procurement/tendering processes. Determines requirements and develops specifications, terms, and conditions for bid submissions and quotations for contract services, in collaboration with technical staff, management, and clients. Conducts pre-bid meetings and site tours with prospective contractors/bidders. Answers questions regarding scope, conditions, and requirements, or refers to management. Evaluates submissions, confirms budget availability, and recommends contractors.

Consults with clients to develop and allocate sufficient funds for contract services per their building maintenance requirements.

Develops and maintains spreadsheets to track and monitor contractor performance. Supports and guides others (management, facilities maintenance technicians, work coordinators) on documentation practices.

Monitors and identifies performance issues and trends. Consults with stakeholders, including facilities staff and clients to exchange information, and with management to determine next steps. Meets with contractors to provide feedback and review terms/ conditions. Coordinates meetings with contractors, management, and procurement staff to address performance issues.

Conducts site visits to review and understand site specifications and requirements for including in scope of work/contracts. Conducts inspections to monitor compliance with contract terms/conditions and documents deficiencies.

Establishes and maintains contract history files and records, including WSIB and insurance certificates. Submits records related to hazardous disposal contract to Ministry for compliance.

Provides costs and estimates for budget purposes to management for service contracts for existing and new facilities, and during planning stages for new construction/renovations.

Prepares purchase requisitions. Has signing authority for purchase requisitions and invoices, including additional costs for services within set limit. Follows up with contractors and management regarding invoices deviating from contract scope/terms.

Coordinates changes in scheduled service contracts with management and staff in each facility, minimizing (where possible) any impact on client operations.

Resolves issues regarding contracts, liability, budgets, and procedures with Legal Services and Finance. Contacts Legal Services for contract content, language, and terms, and legislation pertaining to service contracts.

Performs related duties as assigned.

**Knowledge, Skills, and Abilities**:
Knowledge and skill acquired through a 2-year community college diploma in a related field (e.g., business administration), plus 3 years of related experience (or an equivalent combination of education and experience).

Knowledge of current building maintenance practices, building/property management procedures, purchasing and financial procedures, and contract administration, including contract law.

Knowledge of and ability to comply with policies, procedures, collective agreements, legislation, and regulations (e.g., municipal by-laws, fire and building codes, health and safety).

Ability to create and maintain records on contractor performance and contract renewals to support decisions, including contractor dismissal.

Human relations and communication skills to advise contractors regarding contract terms and conditions; exchange information with internal stakeholders from Facilities, Finance (including procurement), and Legal Services; follow up with contractors and management regarding invoices deviating from contract information; and participate as an effective team member.