Manager, Contract Services

**Job Posting**

In support of the programs and services delivered by the Municipality, Facility Maintenance & Operations (FMO), is an internal service provider delivering a broad range of facility management services to client Business Units. FMO is responsible for a portfolio of over 220 buildings and facilities.

Under the direction of the Director, Facility Maintenance & Operations, the Manager, Contract Services & Operations, provides expert technical advice and administrative coordination to all sections of FMO and their clients. These support services include operating and capital budget development and analyses; equipment life cycle analyses; tracking and reporting on contract compliance; staff training program development and tracking; communications; business planning; SAP business process integration; Performance Excellence process improvement implementation and administrative coordination.

The Manager, Contract Services & Operations, will work with the Managers, Coordinators and Supervisors to operationalize and integrate quality enabling policies and processes including business planning, performance measurement and service level agreements. At the same time, the Manager will identify and co-ordinate strategic and critical quality improvement projects resulting in quantifiable and sustainable improvements.

**DUTIES AND RESPONSIBILITIES**:
**Contract Management**
- Lead & manage the FMO Service Contracts tendering process. This includes tracking contract terms, initiating the tendering process, ensuring tenders are posted in a timely manner, preparing tender documents, developing deliverable documents, review bids, make recommendations for awards, evaluate and complete CAO and Council Award Reports, set up Work Orders, update tracker documents
- Analyze and recommend alternative service delivery methods and best business practices;
- Develop strong working relationships with service vendors to support vendors in meeting contract deliverables
- Develop communication and monitoring tools to support contract management and vendor compliance. Address all compliance issues with vendor in consultation with Procurement staff
- Review all requests for contract amendments with clients. Create all contract amendment documentation as per HRM policy, track contract changes and ensure all deliverable documents are updated
- Create Council and CAO Reports as required

**Performance Excellence**
- Lead the implementation of Performance Excellence process improvement initiatives in FMO
- Identify process improvement opportunities (internal and with other Business Units), develop recommendations, lead change initiatives, measure and analyze changes
- Lead Performance Excellence training and education for FMO staff
- Facilitate staff meetings and other opportunities to generate & develop process improvement initiatives and ideas
- Summarize process improvement initiatives and ideas and present to the Employee Engagement Committee for review and priority setting
- Track FMO Performance Excellence activities
- Create a framework PE assessment, implementation, communication & reporting
- Represent FMO as a Performance Excellence lead

**Finance**
- Assist the Director with the preparation of the annual operating and capital budget and business plan;
- Prepare and analyze monthly financial reports
- Create and measure financial performance through service delivery contracts
- Track, analyze and report on all FMO Service Contract costs
- Lead monthly Operating Budget Projection review meetings with Management Team, summarize analysis for Director
- Provide monthly reports on budget projections

**Operations**
- Collect and analyze service contract and standing offer information. Present findings, carrying out or coordinate research as required, and prepare reports
- Ensure the objectives and milestones in the Business Plan are measured and reported
- Analyze various business approaches, develops business cases, assess scenarios, makes recommendations and documents appropriately
- Develop and administer FMO Policies & Procedures; quality standards, SOP’s (Standard Operating Procedure), for FMO and ensure implementation and compliance
- Lead operational projects for the Director, FMO
- Develop and implement Training Plans for FMO staff. Working with the Management Team, identify mandatory and recommended training for staff, procure training, distribute proof of training (certificates/cards), track expiration dates and update Management Team
- Project management to include creating detailed work plans, costs, deliverables, and implementation schedules
- Lead the annual review and updating of FMO Service Level Agreements (SLAs)

**Human Resources**
- Direct, coordinate and supervise the activities of a team of three (3) Contract Supervisor staff
- Manage recruitment and selection activities for Contract Services; support Management Team in recruitment activities for other FMO sections
- Conduct performance appraisals an