Maintenance Contracts Coordinator

Job Summary

Reporting to the Supervisor, Contract Maintenance, you will coordinate and support the administration of maintenance contracts, work order management, and related operational activities within the Works Operations and Maintenance division. The successful candidate will ensure compliance with contract requirements, corporate policies, and service standards while contributing to the effective maintenance of municipal infrastructure and the delivery of high-quality public services.

Duties and Responsibilities

• Assist the Supervisor, Contract Maintenance with all aspects of contract administration, including estimating, contract preparation, payment documentation, and the maintenance of contract records and related documentation.
• Administer maintenance contracts in accordance with applicable corporate policies, procedures, standards, and specifications.
• Monitor contract expenditures and assist with budget tracking within approved allocations.
• Determine project scope and prepare cost estimates for maintenance activities.
• Coordinate maintenance and construction activities with contractors, supervisors, inspectors, and other stakeholders.
• Assist in the preparation of departmental reports, correspondence, and supporting documentation.
• Respond to inquiries, complaints, and service requests from residents, stakeholders, and elected officials related to maintenance contract activities.
• Provide functional guidance and support to staff assisting with the administration of maintenance contracts.
• Liaise with internal departments, external agencies, utilities, and stakeholders regarding maintenance activities and operational requirements.
• Collaborate with Works Operations staff to ensure the effective and efficient use of City resources.
• Research and evaluate new products, materials, technologies, and methods related to infrastructure maintenance and provide recommendations.
• Available to assist in responding to operational and works-related emergencies, as requested, to support the timely delivery of essential services and operational needs.
• Opportunity to participate in the Winter Maintenance Program in a support role.
• Perform other duties as assigned.

Skills and Qualifications

• Successfully completed a three (3) year Civil Engineering program from a recognized College and possess, or are currently in the process of obtaining, a Certified Engineering Technologist (C.E.T.) designation or a University degree in Civil Engineering or a related discipline and in the process of obtaining a Professional Engineer (P.Eng.) designation.
• A minimum of five years of municipal maintenance and construction experience.
• Demonstrated ability to administer maintenance contracts, including coordination and direction of contractors, along with a solid understanding of budget monitoring functions and strong attention to detail.
• Ability to read and interpret municipal engineering drawings, standards, specifications, and contract documents to support effective contract administration.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint and Outlook) and INFOR, including knowledge of SAP and other City applications.
• Demonstrated leadership potential to provide functional guidance to inspection staff.
• Excellent verbal communication and interpersonal skills to effectively deal with residents, contractors, developers, utility companies, external agencies, and other stakeholders including members of Council and public community groups.
• Demonstrated tact and diplomacy when dealing with the public and elected officials.
• Effective decision-making and problem-solving skills with the ability to determine an effective course of action that drives progression.
• Strong organizational skills with the ability to manage multiple competing tasks.
• A current valid Class G driver's license, possession of a clean driving record, and use of a reliable vehicle.

To advance to the interview stage, the applicant must achieve a score of 65% or above on the technical assessment.