Job Description

Job Posting

Halifax Regional Municipality (HRM) is inviting applications for the position Full time, Permanent Manager, Contract Services & Operations in the Facility Maintenance & Operations division of Property, Fleet & Environment with the Halifax Regional Municipality (HRM).



Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.



In support of the programs and services delivered by the Municipality, Facility Maintenance & Operations (FMO), is an internal service provider delivering a broad range of facility management services to client Business Units. FMO is responsible for a portfolio of over 220 buildings and facilities.



Under the direction of the Director, Facility Maintenance & Operations, the Manager, Contract Services & Operations, provides expert technical advice and administrative coordination to all sections of FMO and their clients. These support services include operating and capital budget development and analyses; equipment life cycle analyses; tracking and reporting on contract compliance; staff training program development and tracking; communications; business planning; SAP business process integration; Performance Excellence process improvement implementation and administrative coordination.



The Manager, Contract Services & Operations, will work with the Managers, Coordinators and Supervisors to operationalize and integrate quality enabling policies and processes including business planning, performance measurement and service level agreements. At the same time, the Manager will identify and co-ordinate strategic and critical quality improvement projects resulting in quantifiable and sustainable improvements.

DUTIES AND RESPONSIBILITIES:

Contract Management

Lead & manage the FMO Service Contracts tendering process. This includes tracking contract terms, initiating the tendering process, ensuring tenders are posted in a timely manner, preparing tender documents, developing deliverable documents, review bids, make recommendations for awards, evaluate and complete CAO and Council Award Reports, set up Work Orders, update tracker documents Analyze and recommend alternative service delivery methods and best business practices; Develop strong working relationships with service vendors to support vendors in meeting contract deliverables Develop communication and monitoring tools to support contract management and vendor compliance. Address all compliance issues with vendor in consultation with Procurement staff Review all requests for contract amendments with clients. Create all contract amendment documentation as per HRM policy, track contract changes and ensure all deliverable documents are updated Create Council and CAO Reports as required

Performance Excellence

Lead the implementation of Performance Excellence process improvement initiatives in FMO Identify process improvement opportunities (internal and with other Business Units), develop recommendations, lead change initiatives, measure and analyze changes Lead Performance Excellence training and education for FMO staff Facilitate staff meetings and other opportunities to generate & develop process improvement initiatives and ideas Summarize process improvement initiatives and ideas and present to the Employee Engagement Committee for review and priority setting Track FMO Performance Excellence activities Create a framework PE assessment, implementation, communication & reporting Represent FMO as a Performance Excellence lead

Finance

Assist the Director with the preparation of the annual operating and capital budget and business plan; Prepare and analyze monthly financial reports Create and measure financial performance through service delivery contracts Track, analyze and report on all FMO Service Contract costs Lead monthly Operating Budget Projection review meetings with Management Team, summarize analysis for Director Provide monthly reports on budget projections

Operations

Collect and analyze service contract and standing offer information. Present findings, carrying out or coordinate research as required, and prepare reports Ensure the objectives and milestones in the Business Plan are measured and reported Analyze various business approaches, develops business cases, assess scenarios, makes recommendations and documents appropriately Develop and administer FMO Policies & Procedures; quality standards, SOP's (Standard Operating Procedure), for FMO and ensure implementation and compliance Lead operational projects for the Director, FMO Develop and implement Training Plans for FMO staff. Working with the Management Team, identify mandatory and recommended training for staff, procure training, distribute proof of training (certificates/cards), track expiration dates and update Management Team Project management to include creating detailed work plans, costs, deliverables, and implementation schedules Lead the annual review and updating of FMO Service Level Agreements (SLAs)

Human Resources

Direct, coordinate and supervise the activities of a team of three (3) Contract Supervisor staff Manage recruitment and selection activities for Contract Services; support Management Team in recruitment activities for other FMO sections Conduct performance appraisals and coaching for assigned staff, including, when necessary, discipline procedures and recommendations for discharge Set priorities, short-term and long-term team goals to create productive work environment focused on results Ensure adherence to established administrative business processes Ensure that administrative support service delivery processes are efficient and effective Set priorities to create a productive work environment focused on results

QUALIFICATIONS:

Education & Experience:

Undergraduate Degree in related business discipline or business administration certificate and appropriate work experience Must have 3 years of project and/or contract management experience Performance Excellence Designation such as Lean Six Sigma Green Belt. or willing to obtain within three (3) years Must have three (3) years' experience in budget development and finance management, including forecasting. Experience working in a customer service-oriented organization and facilities management 5 to 7 years' related experience organizing, supervising and managing contracts; with a focus on results, preferably in a municipal or public sector environment 3-5 years' experience supervising staff Strong analytical and organizational skills

Technical / Job Specific Knowledge and Abilities:

Strong skills in the applications of SAP or contract facility management software (CityWorks), MS 365, Visio, or similar computer applications Excellent written and verbal communication/presentation skills Must be able to keep accurate and well-documented records Ability to coordinate multiple initiatives and activities in a rapidly changing environment Must be able to deal effectively with the public and elected officials Thorough demonstrated knowledge of municipal government and the services provided

An equivalent combination of education and experience may be considered. Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.



Graduation from HRM's Aspiring Leader's Program is considered an asset, and completion of the program is equivalent to one year of leadership experience.

Please note -

Applicants are responsible to include all information that they wish to have taken into consideration in the review of their application, and applicants are required to provide full details of experience or training referenced in the posting.

Security Clearance Requirements:

Applicants may be required to complete an employment security screening check.

Please note -

Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates who are selected for testing, may be tested in a group setting, scheduled at the employer's discretion.

COMPETENCIES:

Teamwork & Cooperation, Customer Service, Valuing Diversity, Analytical Thinking, Communications, Organizing & Planning, Risk Management, Decision Making

WORK STATUS:

Full time, Permanent

HOURS OF WORK:

Monday - Friday, 8:00 am - 4:00 pm, for 35 hours/week

SALARY:

NU07 $82,080 - $106,220 annually, salary to be commensurate with education and experience.

WORK LOCATION:

375 Cowie Hill Rd, Halifax. Work location can be changed according to operational requirements

CLOSING DATE:

Applications will be received up to

11:59 pm on Thursday, June 5, 2025

Please note:

We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.



During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the recruiter when invited to the assessment process. For more information on our accommodation process please click on the link; Accommodations | Hiring | Employment | Halifax



(position # 78612423)