Maintenance Contracts Coordinator

Municipal World; Ajax; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Parental Leave Top-up

Employee & Family Assistance Program

Health & Wellness Program

OMERS pension

Job summary

The Town of Ajax is seeking a Maintenance Contracts Coordinator to coordinate and administer contracts for roads maintenance and provide technical service support to ensure efficient contract performance and cost management.

Responsibilities include scheduling, field supervision, handling inquiries, tracking winter costs, and ensuring compliance with MMS and OPS standards. Strong data, negotiation and record-keeping skills are essential.

Qualifications

• College diploma in Civil Engineering Technology with a minimum of 5 years progressive experience in civil engineering, contract administration, roadway construction, maintenance and inspection or equivalent.
• Certified Engineering Technologist designation (C.E.T) or willing to obtain.
• Certified Technician (C.Tech) designation may be accepted based on related training, education and work experience in a Civil Engineering environment.

Responsibilities

• Lead, coordinate and/or support project management and contract administration for roads maintenance contracts.
• Provide scheduling and field supervision to ensure contractor operations meet contracted terms and safety standards.
• Investigate inquiries, complaints and concerns related to maintenance contracts and related works.
• Support tracking and analysis of winter events, material usage and cost recovery.
• Ensure MMS and OPS standards compliance including inspection scheduling and reporting.
• Maintain records to support claims and provide excellent customer service to residents and staff.

Skills

Contract administration

Project management

Road maintenance

Customer service

Data analysis

Negotiations

Record keeping

Communication skills

Education

Civil Engineering Technology diploma

C.E.T designation

C.Tech designation

OACETT member in good standing

Ontario G driver’s license

Tools

CityWorks

AMANDA

JDE

FMW

Job description

Reporting to the Supervisor of Technical Services and Maintenance Contracts, the Maintenance Contracts Coordinator is responsible for providing coordination, contract administration and technical service support for operational needs within the Section. This includes contract administration for roads maintenance contracts and supporting internal programs that require dedication and focus to ensure efficiencies, effective management, contract performance and cost management.

Job Duties

• Lead, coordinate and/or support project management, contract administration including estimating, contract preparation, contract administration; review and maintenance of contractors work logs for payment, general records, field inspections and customer service for various assigned roads maintenance contracts.
• Provide scheduling, coordination and field supervision for annual road maintenance contracts to ensure the contractors’ field operations are in adherence to contracted terms, construction standards, specifications and best practices, adherence to Occupational Health and Safety legislation, Town policies and procedures and to provide information, assistance and guidance to the public.
• Investigate and coordinate responses to inquiries, complaints and concerns related to all assigned maintenance contracts and related works as may be required by the department or corporation.
• Support tracking and analyzing various winter events and costs to ensure material usage, regular analyzing salt spreader controller data (Salt Management Plan), cost recoveries, analyze GPS (Global Positioning Service) and the Dash Cam data as may be required.
• Ensure compliance with the Ontario Reg. 239/02 (Minimum Maintenance Standards - MMS) for infrastructure inspection, winter patrols and other applicable programs as it relates to documentation, inspection schedules including general tracking and reporting processes.
• Provide support, complete investigations, and maintain records to support various claims against the Town as required.
• Provide excellent customer service, address inquiries from residents, Town staff and Council related to the maintenance contracts, investigate and resolve complaints.
• Review submissions to ensure roads services can be delivered safely and efficiently for maintenance projects as may be required.
• Research and implement other new technologies as requested.
• Support Road Occupancy and Municipal Consent programs in the day-to-day work including review of Engineering drawings.
• Perform and support other related duties and research as assigned that are in accordance with general job responsibilities or necessary departmental or corporate objectives.

Qualifications/Skills

• College diploma in Civil Engineering Technology with a minimum of 5 years progressive experience in civil engineering, contract administration, roadway construction, maintenance and inspection, and/or a combination of training, education and experience deemed equivalent.
• Certified Engineering Technologist designation (C.E.T) or willing to obtain.
• Certified Technician (C.Tech) designation may be accepted based on related training, education and work experience in a Civil Engineering environment.
• Member of Ontario Association Certified Engineering Technologists and Technicians (OACETT) in good standing with eligibility to achieve a Certified Engineer Technologist (C.E.T.) Designation.
• Valid Ontario Class G Driver’s License in good standing.
• Ability to oversee, coordinate and administer the delivery of a wide range of municipal road maintenance contracts by external contractors.
• Strong working knowledge of the Minimum Maintenance Standards (MMS) and Ontario Provincial Standards (OPSS).
• Demonstrated ability to manage the performance of contractors and resolve conflicts in a professional and effective manner.
• Excellent numerical skills for tender preparation, analyzing data, cost calculations and cost evaluation, negotiations and tracking and management of maintenance contracts.
• Superior organization, time management, planning and record keeping skills.
• Strong decision-making skills and ability to work with minimal supervision.
• Ability to prioritize work with competing priorities with both internal and external customer service.
• Superior computer skills relating to Microsoft Word, Excel, PowerPoint.
• Exceptional ability to focus attention to detail.
• Understanding other specialized software applications (i.e.: CityWorks, AMANDA, JDE, FMW).
• Excellent verbal and written skills including report writing and presentations.
• Knowledge of procurement practices in a municipal government environment.
• Superior customer service skills, with the proven ability to resolve conflict in a professional manner.
• Experience in winter control operations would be an asset.
• Working knowledge of GPS/AVL is an asset.
• Experience with GIS would be an asset.
• Able to provide a Criminal Record Check, dated within the last six months, that is satisfactory to the Town.

What is Offered to Staff

• Compensation: We offer competitive pay that reflects the responsibilities of the position.
• Vacancy: This position is to fill one (1) regular full-time vacancy.
• Hours of Work: This is a unionized position that works 40 hours per week. The hours of work are Monday to Friday from 7:30 a.m. - 4:00 p.m. and are in accordance with the CUPE Collective Agreement.
• Benefits: The Town offers full-time staff a comprehensive benefit package with paid sick, vacation and personal leave days; Parental Leave Top-up; Employee & Family Assistance Program; Health & Wellness Program, Town of Ajax Fitness Centre Combo Membership; plus a defined benefits pension (OMERS pension).

Equal Opportunity Employer

The Town of Ajax is committed to employment equity and building a workplace where all employees feel valued, respected and supported. We welcome applications from candidates of all backgrounds, especially those who have been historically excluded, including Black and Indigenous people, racialized communities, disabled persons, 2SLGBTQIA+ individuals, and others facing systemic inequities. If selected for an interview, you will be provided with an opportunity to indicate your access needs. We are committed to ensuring an accessible and respectful hiring process.