COORDINATOR FLEET & FACILITIES

Job ID: 45281

Job Category: Administrative

Division & Section: Toronto Water, TW Environment and Administration

Work Location: Metro Hall 18th Floor 55 John Street, Toronto, Ontario

Job Type & Duration: Full-time, Permanent Vacancy

Hourly Rate and Wage Grade: $43.58 - $47.75

Shift Information: MON-FRI

Affiliation: L79 Full-time

Number of Positions Open:2

Posting Period: 13-MAR-2024 to 27-MAR-2024

 

Major Responsibilities:

 

• Prepares contract documents and performs contract administration for various fleet and facility projects and services.
• Develops and maintains Toronto Water's fleet, maintenance, equipment, non-plant facilities, designated substances, condition assessments and furniture databases to support Divisions operational requirements.
• Monitors the condition of non-plant facilities and revenue properties to ensure that repairs and rehabilitation take place.
• Coordinates Divisional replacement programs for fleet, equipment, and office furniture.
• Monitors and reviews the Service Level agreements between Toronto Water, Fleet Services and Facilities & Real Estate.
• Reviews architectural and engineering drawings, specifications and floor plans in accordance with client needs while adhering to corporate standards. Performs space planning for Toronto Water facilities.
• Monitors and coordinates Toronto Water end user requests to determine vehicle and equipment needs.
• Identifies end user vehicle requirements and coordinates with fleet.
• Performs pre/post manufacturing inspections of vehicles and equipment in conjunction with Fleet Services at vendor locations.
• Researches and reports on internal divisional business process of fleet, equipment, yard and office related issues.
• Prepares purchasing documents, reviews expenditures and adheres to City of Toronto Purchasing guidelines.
• Coordinates and participates in product demos and reviews with Toronto Water ends users. Establishes the scope, scheduling, co-ordination and interfacing requirements of projects.
• Designs and prepares working drawings, specifications, bills of material and prepares detailed estimates.
• Carries out contract administration and field co-ordination including instructing contractors on work timing and methods.
• Interprets and ensures conformity with drawings and specifications.
• Initiates field changes to correct errors or omissions in design relative to site conditions, recording and recommending for approval, contractors' progress claims in accordance with terms of contract and amount of work completed.
• Assists in maintaining records and contract deficiencies and takes appropriate corrective action. Ensures proper completion of contracts and arranges for official handover to end users.
• Initiates and maintains warranty records for the period as stipulated in the contract
• Takes appropriate action to correct failure occurring within warranty period, recording and recommending for release of contractor holdback.

• Drafts tenders, Request for Proposals (RFP), Request for Quotations (RFQ); provides bid analysis and prepares reports.
• Checks work of contractors to ensure adherence to City by-laws, Building Codes, standards, policies and procedures.
• Represents the division at various committees and meetings.
• Carries out technical work for the planning and scheduling of work for capital projects. Prepares estimates and layouts. Verifies calculations by inspectors and performs on site visits.
• Prepares tenders, reports and determines quantity and cost estimate.
• Investigates and responds to inquiries and/or complaints from project clients, staff, elected officials and members of the general public.
• Assists with instructing, directing, providing technical guidance and expertise. Provides feedback to program staff, contractors and consultants with respect to projects. Ensures relevant construction practices/methodologies, contract documents, City by-laws, codes, legislation and acts are adhered to.

 

Key Qualifications:
Your application must describe your qualifications as they relate to:

1. Post-secondary education in a relevant discipline (e.g. Building Science, Facility Management,
2. Engineering Technologist, Automotive Mechanical Technology, etc.) or an equivalent combination of education and/or experience.
3. Considerable experience in fleet maintenance, coordination and procurement including: replacement cycles, fleet related issues resolution and inventory tracking methods.
4. Considerable experience with facility maintenance, materials and methods of construction, and construction  project coordination; planning, overseeing, coordinating, and assisting with implementing multidisciplinary projects which includes working in a multi-project environment and working collaboratively with internal and external stakeholders.
5. Experience in contract administration and related purchasing processes such as RFQ/RFP/RFTs, specifications, purchase orders, contract and contract release orders.
6. Experience implementing and coordinating maintenance operations using Computerized Maintenance Management Systems, and/or other software applications related to fleet and/or facility management.

 

You must also have:

• Ability to communicate, negotiate and develop solid internal and external relationships; analytical and conflict resolution skills.
• Strong analytical and problem solving skills.
• Ability to work independently and as part of a team.
• Experience and knowledge of MS Word, MS Project, Excel, Power Point
• Experience and knowledge of appropriate legislation such as Occupational Health and Safety Act, Construction Safety Act and other relevant legislation, including but not limited to Ontario Electrical Safety
• Code, Canadian Gas Association legislation, Technical Standards Safety Association regulations and the Ontario Highway Traffic Act..
• Strong ability to identify opportunities for improvements to service efficiency and effectiveness. Excellent verbal and written communication skills, highly developed interpersonal skills, dealing with all levels of the organization, government agencies and the public; preparing concise, accurate technical reports and correspondence.

 

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.Equity, Diversity and InclusionThe City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process