Contract and Projects Coordinator (Contract and Special Projects Coordinator)

York Region (The Regional Municipality of York); Newmarket; On-site; CAD 55,000 - 70,000; Full time

Job summary

A leading municipality in Ontario is seeking a Facilities Coordinator to manage contracts and improve service quality. The role involves monitoring contractor performance, analyzing data, and enhancing operational efficiency. Join a progressive workplace committed to diversity and community well-being.

Benefits

Defined Benefit Pension Program

Employee Health Care Spending Account

Employee and Family Assistance Program

Corporate Discounts

Inclusive and Diverse Workforce

Qualifications

• Minimum two years experience in an administrative capacity.
• Successful completion of a relevant diploma or equivalent experience.

Responsibilities

• Coordinate activities related to contracts with facilities contractors.
• Develop tracking systems to monitor contractor performance.
• Compile data related to facilities services and contract compliance.

Skills

Communication

Analytical

Interpersonal

Research

Project Coordination

Education

Community College Diploma in Business Administration

Facilities Management

Tools

MS Office

Virtual Platforms

Job description

ABOUT US

Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people.Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.


• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.


• Benefits and Wellness - Employees and their loved ones have access to an employee health care spending account, access to a 24/7 Employee and Family Assistance Programand corporate discounts and purchase plans for day-to-day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.


• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to the Supervisor, Facilities Services, this position is responsible for coordinating activities related to contracts with various facilities contractors; monitoring data and specifications related to contract compliance and completion; compiling data related to facilities services, maintenance and operations, and security contracts and performance, including ensuring consistent documentation; and completing assigned projects related to the business needs of the unit.

WHAT YOU WILL BE DOING

• Regularly reviews and analyzes data related to contract management to ensure compliance with agreed terms and conditions.


• Develop and implement tracking systems to monitor contractor performance and identify any discrepancies or areas for improvement.


• Gathers and analyzes data to identify trends and areas requiring service improvements.


• Conducts thorough reviews of existing operating procedures and identifies areas for improvement to enhance service quality and efficiency.


• Develops and proposes new procedures or modifications to enhance operational efficiency and effectiveness.


• Researches new technology and processes related to operational activities.


• Develops documentation, reports, charts on initiatives to coordinate projects to ensure goals are met.


• Provides support to internal committees to plan the scope and format of projects/sessions, establish and monitor the budget, and monitors progress of events.


• Plans, organizes, and coordinates various projects, events, meetings to support the unit’s objectives.


• Ensures all logistical aspects are managed effectively.


• Assists in the processing of contracts, RFP quotations, and the preparation of various reports and summaries.


• Ensures all documentation is accurate, complete, and submitted in a timely manner.


• Edits and updates policies, procedures, and other documents as directed to ensure they reflect current practices and standards.
  
  

WHAT WE ARE LOOKING FOR

• Successful completion of a Community College Diploma in Business Administration, Facilities Management, or related field or approved equivalent combination of education and experience.


• Minimum two (2) years demonstrated experience in an administrative capacity, including interpretation of service contracts, contract administration, and coordination of projects.


• Ability to demonstrate the Region’s core competencies.


• Advanced skills in virtual platforms and MS Office.


• Excellent interpersonal and communication skills and ability to connect with a range of internal and external partners while focusing on fostering collaborative work relationships.


• Strong report writing, research, analytical and presentation skills and work to tight deadlines.


• Strong ability to develop relationships and work in a welcoming and inclusive environment, where diversity is celebrated and where everyone can develop to their full potential.


• Ability to travel to off site locations in a timely and efficient manner, as required. (if not driving regional vehicle)


• Ability to work outside regular business hours, as required.