Supervisor,Fleet Contract Administration

Job title: Supervisor,Fleet Contract Administration

Job description: JOB INFORMATION
Requisition ID: 6438
Number of Vacancies: 1
Department: Bus Maintenance & Shops (20000505) – Fleet Management & Administration (30000148)
Salary Information: $99,717.80 – $124,724.60
Pay Scale Group: Level 10SA
Employment Type: Regular
Weekly Hours: 35 Off Days: Saturday / Sunday Shift: Day
Posted On: September 12, 2022
Last Day to Apply: September 16, 2022
Reports to: Fleet Manager

The Toronto Transit Commission (TTC) is North America’s third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC’s vision is to be a transit system that makes Toronto proud. The TTC’s recruitment efforts are directly aligned to its mission of providing “a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy.”

General Accountability

Reporting to the Fleet Manager – Bus Maintenance and Shops, the incumbent is responsible for supervising contract management staff including managing the review, coordination, preparation, verification, quality assurance auditing and related administration of contracted work. Contributes to the development of specifications for contract documents, requests for proposals for consultants, and award related activities. Prepares payment certificates, addresses contract performance issues and, as required, negotiates and prepares contract change orders. Provides substitution for the Fleet Manager or other Contract Administrators during periods of absence.

Key Job Functions

Ensures that effective and efficient administrative and contract management functions are provided across Garages/Shops in the department, specifically:

• Provides leadership, supervises, delegates, and directs the work activities of the Contract Administration Staff;
• Works closely with Departments Budget Coordinator to monitor budget administrative matters related to procured goods and services, to audit actual versus budgeted expenditures and to investigate and resolve budget variances;
• Responsible for confirming and approving invoicing for Service Line Contracts approximately 19M annually;
• Develops, maintains, and builds positive relations with all organizational levels including stakeholders, and external suppliers and vendors;
• Ensures adherence to established contract terms and conditions, standards, TTC department policies, procedures, practices, and processes;
• Conducts on-site audits (e.g. safety, fuel, training, TSSA certifications, etc.) of contractor performance and addresses deficiencies to a successful resolution;
• Substitutes for the Fleet Manager or other Contract Administrators during periods of absence, as required;
• Supports the manager by providing regular updates and input on service planning requirements and related fleet allocation and current operating and capital programs including their related budgets;
• Coordinates and reviews work plans and related activities against defined contract requirements, associated budgets and established schedules;
• Oversees, prepares, and approves contract invoices and payments. Prepares payment certificates based on verification of contract quantities completed and/or delivered materials, and negotiates and prepares contract change orders for leadership signoff;
• Monitors and conducts periodic audits on contractor performance by visiting site locations and assessing whether contract terms, and legislative and safety standards are being met. Prepares various performance reports and studies;
• Works cross-functionally with Senior Managers, Garages and Shops to resolve problems and mitigate issues and damages related to work performed (Service Line Contracts) including the City of Toronto for combined service contracts (Non-Rev Diesel Fuel);
• Provides leadership, supervises, delegates and directs the work activities of the Contract Administration Staff;
• Performs related duties as assigned.

Skills

• Use office technology, software and applications
• Understand and apply administrative policies, processes, and procedures
• Audit systems, processes, and products
• Manage human resources
• Demonstrate knowledge of the industry and / or sector
• Gather information and conduct research
• Understand and apply relevant laws and regulations
• Plan and organize activities / projects to meet section and organizational goals
• Develop/document policies and procedures
• Create and deliver presentations in various formats
• Manage projects
• Create, document, and manage information and records
• Assess and manage corporate risk
• Demonstrate specialized expertise and knowledge in the assigned field

Education and Experience

• A University Degree, or College Diploma in a related discipline, (e.g., business administration, procurement) or a combination of education, training, and experience deemed to be equivalent, combined with related work experience in a senior contract administration and/or supervisory role.

Additional Requirements

• Knowledge of procurement and contract management methodologies, principles, and practices including the development of contracts, and the tender evaluation/award process
• Sound knowledge of financial administration methodologies, principles, and practices
• Proven ability to effectively coordinate and direct departmental contract administration activities and provide advice, guidance and direction regarding procedures, protocol, and policies
• Previous experience managing external contractors and successfully resolving performance issues
• Strong administrative, organizational and time management skills
• Must have a valid non-probationary class “G” Ontario driver’s license and access to a personal vehicle to visit TTC properties, or other site locations relevant to the work, as required;
• Sound knowledge of the TTC’s organizational structure, functions, operations, corporate policies and procedures applicable to the work performed.
• Site Operator Certified (Fuel handling Act) is required.
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQ(IA+) community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Human Resources – Talent Management at (416) 393-4570. Any information received related to an accommodation will be addressed confidentially.

The TTC’s policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

Note: All TTC Employees are required to be fully vaccinated as a precondition of employment in accordance with

We thank all applicants for their interest but advise only those selected for an interview will be contacted.

Company: Toronto Transit Commission

Expected salary: $99717.8 – 124724.6 per year

Location: Toronto, ON

Job date: Wed, 14 Sep 2022 05:10:06 GMT

Job Source: Careerjet.ca

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