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Manager contract tenders & payments

City of Toronto

Toronto, Ontario, Canada Remote

Full time

Nov 22

MANAGER CONTRACTS TENDERS & PAYMENTS

Job ID: 33116

  • Job Category: Engineering & Technical
  • Division & Section: Engineering & Construction Services, ECS Engineering Support Services
  • Work Location: METRO HALL, 55 John St, Toronto, M5V 3C6
  • Job Type & Duration: Full-time, Permanent 
  • Salary: $126,484.00-$158,105.00, TM2164 and Wage Grade 8 
  • Shift Information: Mon- Fri, 35 hours per week per week
  • Affiliation: Non-Union
  • Number of Positions Open: 1 
  • Posting Period: 21-Nov-2022 to 6-Dec-2022 

 

Reporting to the Director, Engineering Support Services, you will lead and manage staff involved in the preparation, execution and administration of construction tender documents, requests for proposals for professional services assignments, and requests for quotations. Utilizing your expertise in construction contract administration, financial planning, tracking, and document management, you will provide oversight for the issuance of payments in accordance with contractual commitments, financial planning and tracking, and management of documents.

 

Major Responsibilities:

Engaging Leadership

  • Manages, motivates and trains the unit’s staff, ensuring effective teamwork, high standards of work quality and organizational performance, and continuous learning and encourages innovation in others.
  • Monitors and evaluates staff performance, approves salary increments, and recommends disciplinary action when necessary. Authorizes and controls vacation and overtime requests. 
  • Supervises the day to day operation of all assigned staff including the scheduling, assigning, and reviewing of work. 

 

Exacting Financial Oversight

  • Leads preparation and ensures completeness of construction tenders, requests for proposals for professional services assignments, requests for proposals for design and design/build assignments, and request for quotations submitted to PMMD for the procurement of services.
  • Leads the review, preparation and processing of progress payments for construction contracts and payments for invoices for professional services contracts managed by the Division.
  • Ensures that payments are made in accordance with contractual and statutory obligations for construction contracts and professional services agreements; and that all appropriate holdbacks are retained.
  • Leads the preparation of year-end liability statements and account reconciliation for all capital and operating budget projects (contracts, professional services agreements and purchase orders) administered by the Division.
  • Ensures that all pre-tender activities inclusive of required approvals and permits have been performed and/or obtained in advance of the issuance of construction tenders.
  • Oversees the provision and tracking of lien searches in compliance with the Construction Act; and provides written notices to contractors and consultants with respect to liens in accordance with the Construction Act.
  • Develops, recommends and administers the annual budget for the unit, and ensures that the unit’s expenditures are controlled and maintained within approved budget limitations.
  • Develops and implements detailed plans and recommends policies regarding program specific requirements.
  • Develops, recommends and administers the annual budget for the unit, and ensures that the unit’s expenditures are controlled and maintained within approved budget limitations.

 

Customer Focus, Relationship Building and Political Acuity

  • Acts as the Division’s liaison in the preparation of contractual agreements, ensuring they are complete in accordance with corporate and legal requirements; and ensuring the inclusion of appropriate cost recovery arrangements with third parties, on projects delivered by the Engineering & Construction Services Division, on their behalf.
  • Acts as the Division’s principle liaison with the Procurement and Materials Management Division (PMMD), Insurance & Risk Management, and Legal Services staff on matters related to tender calls and requests for proposals, and the execution of the corresponding contracts and agreements.
  • Ensures excellent customer service is provided to both internal and external customers.
  • Represents the Division/Cluster/Corporation at meetings with the public, clients, stakeholders, Councillors and their staff, Standing Committees, Community Councils, City Council, court proceeding, and on internal and external committees.
  • Maintains a continuous and thorough knowledge of current corporate and other divisions’ issues and initiatives.
  • Participates on various committees, task forces, project teams, etc. as a divisional representative.
  • Prepares staff reports to Standing Committees and/or Council, and material for public education/communication purposes, as may be required.

 

Key Qualifications:

  1. Post-secondary education in a discipline pertinent to the job function ( eg; Accounting and Finance, E-Commerce or Business) or an equivalent combination of education and experience.
  2. Extensive experience in the preparation of requests for tenders, request for quotations, and requests for proposals for construction and professional services, preparation and execution of the corresponding contracts and agreements, and project cost control and accounting.
  3. Extensive experience in the preparation, scheduling, processing, tracking, and reporting of payments for construction contracts and professional services contracts, including the application, tracking, and release of statutory holdbacks.
  4. Considerable experience motivating, leading, training, and managing unionized and non-unionized staff, promoting and fostering effective teamwork, and establishing excellence in a customer service-oriented environment.
  5. Experience with financial reporting processes including budget preparation and control, expenditure forecasting, preparation and interpretation of financial reports, and reporting on key performance indicators.
  6. Ability to prepare financial statements and invoices for cost recovery on construction and professional services contracts as well as prepare year-end liability statements and account reconciliation.
  7. Ability to operate as a fully accountable program leader and as a member of a management team.
  8. Ability to work in a highly demanding work environment with many competing priorities and deadlines.
  9. Ability to interact and effectively communicate both verbally and in writing with all levels of the organization and to forge solid internal and external relationships with clients.
  10. Excellent leadership, results management and change management skills.
  11. Excellent interpersonal, conflict resolution, negotiating and problem-solving skills.
  12. Ability to establish effective and strong working relationships and trust with multiple stakeholders including staff, client divisions, outside agencies, politicians and other orders of government.
  13. Ability to motivate a diverse work force, promote and foster effective teamwork and establish excellence in a customer service oriented environment.
  14. Familiarity with Federal and Provincial regulations and requirements including the Construction Act as well as contract law.
  15. Knowledge of relevant employment legislation including Employment Standards Act, Human Rights Act, and the Occupational Health & Safety.

 

 

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's Mandatory Vaccination Policy. Candidates will be required to show proof of vaccination during the recruitment process.

 

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

 

Equity, Diversity and Inclusion

The 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.

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