Cityofhamilton
Job ID #32135: Fleet Vehicles and Equipment Contract Coordinator
Hamilton, Ontario
Sponsorship not specifiedDetected 6 hours ago
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16Unrated
Cap-exempt (no lottery)0
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Entry-level history0
PERM / green-card track0
Lottery odds40
Fits your clock70
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About the role
- Vacancy type: This posting is for an existing vacancy Internal applicants should apply with your work e-mail address.
- External applicants are considered only after the internal posting process has been completed.
- Only applicants chosen for an interview will be contacted.
Responsibilities
- Reporting to the Superintendent Fleet Capital Planning & Contract Management provides administrative and contract management support to the Fleet section of the Corporate Asset Management Division.
- This position maintains all vehicle and equipment records in the maintenance management system, vehicle licensing requirements, payments to Ministry of Transportation and disposal of all fleet assets through external auction process.
- Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy.
- Performs due diligence searches in preparation of contract award., in consultation with Procurement.
- Performs due diligence to ensure that contracts are not awarded to vendors currently in litigation with the City.
- Maintains database of all Fleet Vehicle & Equipment contracts.
- For multi-year contracts works with the Senior Fleet Analyst to determine if client department is open to renewing the contract or re-issuing bid document for the services.
- Maintain office filing system for vehicle and equipment
- Collaborate with designated Fleet and Procurement staff to develop contract documents for vehicle and equipment Request for Quotations.
Requirements
- Strong understanding of procurement procedures and legal documents associated with Tenders, Request for Proposals and Quotes.
- Developed ability to effectively and efficiently interact with internal and external contacts with proven ability to address customer service inquiries and/or emerging issues in a tactful and courteous manner.
- Ability to process work orders and invoices with special attention to detail.
- Proficient knowledge and/or demonstrated ability to understand and interpret Provincial Vehicle Licensing regulations regarding renewals, transfers, new purchases and weight changes.
- Ability to organize and prioritize multiple tasks/assignments in order to meet deadlines.
- Demonstrated ability to word process correspondence and reports.
- Demonstrated ability to work effectively with others and to display and foster teamwork within the work unit.
- If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
- Inputs data, create new entities, amend and update as required in maintenance management system for vehicle and equipment.
- Previous experience related to duties listed above normally acquired through the completion of a Community College diploma in Business, Supply Chain Management, Procurement, or other appropriate field and/or a combination of education and relevant work experience.
- Extensive experience in the preparation of quotation/tender documents and contracts normally acquired through a combination of education and relevant work experience.
- Proficient in contract administration and specification coordination
- Strong administrative skills with excellent attention to detail involving coordinating, reporting and tracking contract documents gained through practical experience.
- Computer literacy and proficiency utilizing Microsoft products (Word, Excel, Power Point and Outlook), Knowledge of PeopleSoft and other software programs which may be required by the Fleet Services Division. would be considered an asset
- Ability to maintain comprehensive working documents with specific attention to detail.
Nice to have
- Knowledge of Fleet maintenance management system (Hansen), preferred.
Compensation
- Salary Grade I
Benefits
- Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
Company info
- Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees.
- Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination.
Equal opportunity
- The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes.
- The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.
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