Contract Management Specialist

Job Description

Job Title

Contract Management Specialist

Status

Permanent Full-Time

Type of Position

a Replacement

Start Date

Immediate

Per hour

Salary Grade

$51.52 - $55.98

Department

York Region -> Corporate Services -> Property Services

Location

PSB‑Facilities Admin Staff - 145 Harry Walker Parkway - Newmarket, ON L3Y 7B3 CA (Primary)

ABOUT THE ROLE

Reporting to the Supervisor, Facilities Services, this role is responsible for leading the contract life‑cycle activities, documentation, and vendor management associated with complex and high‑value facilities operations and maintenance contracted services. The role is responsible for structuring clear and industry‑compliant contracts and procurement documents, developing comprehensive scopes of work, and assisting with vendor management and performance reviews, throughout the contract lifecycle. This position contributes to process improvement activities related to contract tracking and visibility and evaluating and managing vendor performance. Additionally, the role offers guidance and mentorship to Contract Administrators and provides recommendations to management on contract‑related issues, ensuring informed decision‑making.

WHAT YOU'LL BE DOING

• Collaborates/works with partners and follows the corporate strategic leadership, planning and direction related to this function to ensure alignment with corporate objectives and direction.


• Leads the review and optimization of the contract life process for facilities operations and maintenance contracts.


• Constructs performance‑based contracts for the supply of services and equipment, ensuring contractual obligations are met and performance standards are maintained.


• Structures and prepares procurement documents (RFXs) that are clear and compliant with market standards and trade treaty requirements.


• Develops detailed scopes of work that encompass technical and operational requirements; drafts award packages, briefing notes, award letters, and other procurement and contract‑related documents, ensuring all contracts are robust and binding and comply with relevant legislation, trade treaties, and procurement laws.


• Assesses vendor proposals to determine their capability to meet contract requirements; handles vendor performance throughout the contract lifecycle, ensuring adherence to contractual terms and addressing any performance issues promptly.


• Administers vendor performance reviews, preparing detailed reports on contracted services activities and performance standards for management.


• Provides contract management advisory services to client departments and provides recommendations to management on contract‑related issues to ensure informed decision‑making.


• Collaborates with legal and risk management teams to strengthen procurement documents and resolve disputes as necessary.


• Maintains tracking and records on procurement and contract activities, using project tracking system.


• Performs thorough reviews of existing contracts to assess completeness, accuracy, and compliance; identifies gaps and evaluates the effectiveness of previous contract management approaches, providing recommendations for improvement.


• Analyzes market trends and industry standards to inform budget preparation and procurement strategies; develops and documents the methodology for procurement budget preparation.


• Conducts financial analysis and generates reports to support and inform strategic decision‑making processes.


• Liaises with the procurement office and other stakeholders to ensure smooth communication and execution of procurement activities.

WHAT WE'RE LOOKING FOR

• Successful completion of a Community College Diploma in a related field or approved equivalent combination of education and experience.


• Successful completion of one of the following certification programs as a Certified Professional Public Buyer (C.P.P.B.) with the National Institute of Government Purchasers and/or Certified Supply Chain Management Professional (SCMP) with Supply Chain Management Association (SCMA).


• Minimum five (5) years demonstrated related experience in a public sector environment in procurement, contract management, including contract interpretation and processing, and experience dealing with a variety of purchases for both goods and services.


• Thorough knowledge of public purchasing principles and practices, procurement laws, and contract management systems.


• Ability to demonstrate the Region’s core competencies.

Scheduled Weekly Hours: 35

Scheduled Shifts: 8:30 – 16:30

Operational Hours

Close Date: March 11, 2026

# of Hires Needed: 1

Union: CUPE Local 4900

Please apply online by 5:00PM EST of the closing date indicated above.

All employment opportunities are recorded on a 24‑Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.

York Region is an equal opportunity employer committed to an inclusive, barrier‑free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email careers@york.ca or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.

Click here for more details on Benefits and Perks.