Coordinator, Service Contracts

Job Details:

Permanent Full Time CUPE 1329

Posting Status:

Open to all current Town of Oakville employees and external applicants

Closing Date:

Applications for this position must be received at by no later than 11:59pm on November 7, 2025.

Reporting to the Supervisor, Facility Standards and Training, this position is primarily responsible for directing, coordinating, and monitoring contracted services against budgetary allocation to ensure completion and compliance with contract terms, performance requirements, and service agreements. Working with the Facility Services team and their clients, the Coordinator, Contract Services will prioritize building operations work requirements to develop contract specifications and solicit bids, quotations, and tenders.

Job Responsibilities:

• Monitor and administer contract document requirements for operational building services performed by outside contractors ensuring financial requirements are achieved and authorized for payment in conjunction with purchasing.
• Review and validate management requests for change of service levels and issues pertaining to health and well-being of staff. Provide support for the maintenance of building systems and equipment for necessary environmental conditions.
• Monitors contract programs and activities to ensure Town policies and procedures are maintained and adhered to in regard to the operations and maintenance of Town Buildings.
• Direct and support operations staff in contract services (demand and scheduled) to ensure that the work is completed and adheres to the provisions of the contract documents. Supports facility operation teams to ensure Facility Service Requests and work orders assigned to 3rd party vendors is completed.
• Responsible for investigating and coordinating the correction of all deficiencies arising within the contracts working with supervisors. Prepare accurate legible reports highlighting tasks to be performed by contractors.
• Adhere to legislated requirements ensuring that all assets/sites meet code requirements and are in good state of repair working with supervisors.
• Monitoring vendor performance and performing vendor performance management working with supervisors.
• Ensure Certificate of Insurance and WSIB documents are up to date with purchasing.
• Prepare scope for operational building service contracts related to Town facilities including analyzing bids and making recommendations of maintenance contracts.
• Developing contract documents including writing specifications with purchasing.
• Soliciting and verifying all bids, quotations, and tenders with purchasing related to contracts.
• Monitor budget and spending patterns to identify trends and future opportunities to reduce spending through continuous improvement.
• Assist Supervisor in further development of service contracts and the section's objectives, policies, guidelines, methods, and procedures.
• Collects and analyzes industry data and identifies trends and potential areas for continuous improvement.
• Liaison with Facility Services team and client departments with respect to service contract delivery for quality control, issues resolution and continuous improvement.
• Monitor and ensure contract expenditures are within budget allocations and charged to the appropriate accounts and that sufficient funds are available prior to making commitments in consultation with supervisors.
• Collaborates on cross-functional teams with other Town staff and consultants that involve/relate to service contracts.

Qualifications:

• Completion of a two-year college diploma in Facilities Management or a related field.
• Minimum 3 years of experience in a Facilities Management or Contract Administration role, or a combination of related education and experience.
• Working knowledge of contracts and procurement process, including writing Request for Proposals and Tender documents.
• Sound knowledge of procurement processes, preparation of contract documents, and the writing of contract specifications.
• Strong contract management skills to ensure compliance with procurement/purchasing By-Laws.
• Able to read and interpret floor and site plans.
• Strong computer skills and experience with CIMS (Computerized Information Management Systems e.g., JD Edwards) would be an asset.
• Requires troubleshooting and problem-solving skills.
• Good interpersonal and communication skills to plan and organize work, deal effectively with staff, and supervise vendors / contractors.
• Must possess and maintain a valid Class G driver's licence.

DATED:October 24, 2025

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. Applicants may also be required to undergo testing. Assessments for this position may include an interview, written and practical tests. The successful candidate will be required to pass each element of the recruitment process with a minimum score of 70%.

We thank all applicants and advise that only those selected for an interview will be contacted.