Job ID #32135: Fleet Vehicles and Equipment Contract Coordinator

City of Hamilton•Hamilton, ON

22d•CA$37 - CA$43•Onsite

About The Position

Reporting to the Superintendent Fleet Capital Planning & Contract Management, this position provides administrative and contract management support to the Fleet section of the Corporate Asset Management Division. The role is responsible for assisting with the coordination of contracts for vehicles and equipment, including the issuance of Request for Quotations, schedule of prices, and contract awards. This position maintains all vehicle and equipment records in the maintenance management system, handles vehicle licensing requirements, processes payments to the Ministry of Transportation, and manages the disposal of all fleet assets through an external auction process. The role specifically handles the issuance of Request for Quotations and collaborates with Procurement for clarity and compliance with the Procurement By-law.

Requirements

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.
Strong understanding of procurement procedures and legal documents associated with Tenders, Request for Proposals and Quotes.
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.
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.
Computer literacy and proficiency utilizing Microsoft products (Word, Excel, Power Point and Outlook).
Demonstrated ability to work effectively with others and to display and foster teamwork within the work unit.
Ability to maintain comprehensive working documents with specific attention to detail.
Must possess well developed interpersonal, verbal and writing skills.

Nice To Haves

Knowledge of Fleet maintenance management system (Hansen).
Knowledge of PeopleSoft and other software programs which may be required by the Fleet Services Division.

Responsibilities

Develops and maintains electronic and hard copy filing systems and forms, ensuring all contract files contain required documentation such as purchase orders, insurance, WSIB, bidders lists, and contract documents.
Composes correspondence to other City departments, internal staff, and outside agencies.
Performs due diligence searches in preparation for contract awards, in consultation with Procurement.
Performs due diligence to ensure contracts are not awarded to vendors currently in litigation with the City.
Maintains a database of all Fleet Vehicle & Equipment contracts.
Works with the Senior Fleet Analyst for multi-year contracts to determine if client departments are open to renewing the contract or re-issuing bid documents.
Collaborates with the Procurement Specialist to determine necessary documents for contract renewals, including securing required documents from vendors and issuing amending documents to contracts or purchase orders.
Issues renewal letters to vendors for quotations issued by Fleet and follows up to complete renewals prior to term expiry.
Prepares and word processes quotations, schedules, special provisions, purchase order requisitions, award and non-award letters, and Policy 10 and 11 Forms.
Prepares purchase order requisitions and runs financial queries, validating funds for capital fleet reserve, upgrade costs, and license costs.
Maintains office filing systems for vehicles and equipment.
Inputs data, creates new entities, and amends/updates the maintenance management system for vehicles and equipment, attaching asset pictures and data links for manuals.
Ensures all necessary approvals are attained for the maintenance management system.
Updates the maintenance management system for all City departments regarding rental units for fuel access.
Assists Procurement staff with administrative support for Request for Tenders and Proposals, including coordination of specifications, special provisions, schedule of prices, and contract management.
Collaborates with designated Fleet and Procurement staff to develop contract documents for vehicle and equipment Request for Quotations.
Responsible for the coordination of specifications, verifying schedule of prices, bid evaluations, and ensuring technical compliance to specifications for all vehicle and equipment Request for Quotations.
Coordinates and compiles vehicle and equipment contracts with designated Fleet and Procurement staff to finalize Request for Quotation documents and attain required approvals for multi-year RFQs.
Compiles bidders lists and issues Request for Quotation to vendors, coordinating the issuance of the RFQ and issuing addenda responses.
Tracks addenda and revisions to contracts.
Prepares spreadsheets for cost analysis of bid submission documents and forwards them to designated Fleet staff for approval.
Prepares Procurement Award Reports and supporting documentation.
Ensures award letters and renewal letters are sent to vendors for Request for Quotations and follows up to ensure necessary documents (e.g., Insurance, WSIB) are received prior to contract expiry or in accordance with contract documents.
Performs market research to stay current with industry changes, particularly concerning electric vehicles.
Reviews and updates contract specifications to align with business changes and the transition to green technology.
Disseminates vehicle and equipment details to Fleet staff, including distributing new assets, vehicle status, and information changes.
Creates and maintains vehicle disposal status tracking, ensuring data accuracy and currency.
Creates disposal authorization forms and distributes them for authorization.
Compiles auction lists, coordinates with vendors for pickup of ownerships, keys, and assets prior to auction.
Retains and reports on disposal results, including reporting sale status to the Ministry of Transportation and verifying fund allocation.
Updates asset entities in the maintenance management system.
Ensures compliance with Provincial Vehicle Licensing Regulations, including renewals, transfers, new purchases, and weight changes.
Processes payments for parking, red light, and speeding violations for City vehicles and notifies operating departments.
Completes MTO forms and delivers reports to the local licensing office for licensing issues.
Performs audits to verify payments and proper allocation of licensing charges to vehicles in the maintenance management system.
Maintains and updates contract templates for vehicle and equipment contracts with current contract languages and amendments.
Completes vendor performance evaluation forms at the completion or renewal of contract terms, collaborating with staff utilizing the contract for accurate performance information.
Maintains spare keys, adding and/or removing keys from key boxes and updating the Excel spreadsheet.
Receives and answers inquiries from the public, contractors, suppliers, salespersons, staff, outside agencies, and other departments.
Operates equipment such as photocopiers and fax machines.
Records and transcribes minutes of meetings for Fleet Services.
Provides coverage for the Fleet Parts and Services Contract Coordinator in their absence, including producing spreadsheets, composing correspondence, maintaining filing systems, tracking and initiating contract documentation, and maintaining awarded contracts.
Works in accordance with applicable Health and Safety legislation and City of Hamilton corporate and departmental policies and procedures.
Performs other assigned duties directly related to the major responsibilities of the job.