JOB POSTING

Halifax Regional Municipality is inviting applications for the full-time, permanent position of Contracts Supervisor 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.
Under the general direction of the Manager Contract Services and Operations, the Supervisor is responsible for the delivery of Contracted Services for all HRM facilities and properties with a focus on performance excellence.
The Contract Supervisor is responsible and accountable for the delivery of high-quality contract work performed through Property, Fleet & Environment, pertaining but not limited to, janitorial contracts, snow removal contracts, elevator maintenance contracts and source separation contracts. Working through private sector service providers and community partners, the Supervisor ensures high quality contract work that meets the needs of the Property, Fleet & Environment business unit, with a focus on continuous quality improvement.
The Contract Supervisor will provide leadership in customer service excellence, ensuring contractors follow guidelines set up by municipal, provincial and federal legislation, ensuring contract compliance by vendors and that contracted services are delivered in an efficient and cost-effective manner within FMO defined budgets. The Contract Supervisor supports other business units with the delivery of contract work through consultation on their service needs and providing recommendations based on cost estimates and site specifications. The Contract Supervisor will ensure work is performed to service levels as agreed upon by the business unit.
In collaboration with the Manager, Contract Services & Operations, the Contract Supervisor oversees service contracts over $7 million.
The Supervisor provides leadership in work management support by filling in for Building Service Supervisors and the Manager, Contract Services & Operations while on leave or vacation.

QUALIFICATIONS:

Education & Experience:

• Post-secondary degree or diploma, preferably in the contract management field; procurement or; business administration
• BOMA certification (RPA and/or FMA) and/or a trade certification
• A minimum of 3 years’ experience in the facilities management field
• A minimum of 3 years’ experience overseeing contracts including: assessing needs, developing specifications, tendering, awarding contracts, and ensuring service levels are met
• A valid Nova Scotia driver’s license. Drivers abstract required
• A minimum of 3 years’ Supervisory experience
• Ability to supervise contract work and set standards
• Ability to supervise contractors and unionized staff

Technical / Job Specific Knowledge & Abilities:

• Clear understanding of the Property, Fleet & Environment delivery service
• Clear understanding of HRM Procurement policies and delivery system
• Expertise in budget monitoring
• Comprehensive knowledge of occupational safety and environmental regulation and practices
• Knowledge of pertinent Collective Agreements within HRM including agreements with CUPE and NSGEU
• Strong computer skills and knowledge of HRM relevant software i.e.: Microsoft Office Suite, SAP, Outlook, and City Works.
• Ability to develop strategies to optimize resources within the business unit
• Excellent communication skills, both verbal and written

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.
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: Analytical Thinking, Communication, Customer Service, Visioning, Strategic Thinking & Innovation, Organization & Planning, Valuing Diversity.
WORK STATUS: Permanent, full-time
HOURS OF WORK: Monday - Friday, 8:00am - 4:00pm, 35 hours per week
SALARY: Non-union level 5, $66,830 - $78,625, salary will be commensurate with education and years of applicable experience.
WORK LOCATION: 375 Cowie Hill Rd, Halifax, various locations
CLOSING DATE: Applications will be received up to 11:59 pm on Thursday, July 24, 2025
Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.
To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.
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 Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax
(position # 78640471)

Contract Management

• Work closely with Procurement staff, HRM Site Staff and the Manager, Contract Services & Operations to develop service contract documents including contract deliverables, quality standards, bid sheets and site specific information to assist in developing contract scope and in the evaluating and awarding process.
• Lead mandatory bidders’ meetings.
• Complete Vendor Evaluations annually or at the end of each contract.
• Assist in the grouping of sites for tender bids to support competitive pricing.
• Review and evaluate service contracts on a regular basis to ensure deliverables and site information remains relevant.

Contract Compliance & Vendor Accountability

• Maintain proficiency in contracted quality standards as a basis to perform regular inspections.
• Complete cleaning inspections on HRM buildings with contracted cleaning services prioritized based on Building Class. Distribute concise, accurate, and comprehendible inspection summaries to the vendor
• Meet with vendors and HRM site staff on site if required, to review vendor compliance and address any deficiencies in service. Document vendor interactions and copy to Procurement for vendor files.
• Ensure vendors comply with contracted service requirements and address any compliance issues with the vendor in a timely manner.
• Assess and manage vendor equipment requirements for snow and ice control.
• Monitor snow removal and ice control as needed during snow events.
• Monitor winter road conditions, initiate call in of contractors and equipment for snow operations for all HRM facilities, if required.
• Monitor vendor compliance to supply salt at HRM sites.
• Ensure snow logs are received from snow vendors on a regular basis.
• Ensure guidelines and service standards are met by contractors.
• Ensure contractors work within a healthy and safe workplace and that contractors comply with all applicable codes and legislation.
• Address contract issues identified by FMO Building Service Coordinators and Supervisors ensuring FMO processes are followed.
• Forward to BMS any site deficiency identified during cleaning inspections included deficiencies not related to the cleaning contract.
• Investigate reported contract compliance issues.

Customer Relations

• Work closely with other business units to assess their operational and maintenance needs, develop strategies to optimize resources, make recommendations on contract options, and obtain contractual services to meet their needs.
• Works closely with Facility Design and Construction staff and makes recommendations on refuse, snow and janitorial requirements for new and renovated facilities.
• Provide effective leadership to customers and vendors to ensure optimum service levels.
• Maintain appropriate communication with all relevant parties when addressing contract issues. This includes the customer, vendor, supervisors, coordinators, building service advisors.
• Develop and maintain strong working relationships with vendors and customers to optimize customer service and manage customer expectations with contracted requirements.
• Work with manufacturers and/or their representatives to ensure proper cleaning or maintenance of products. Educate customers on new or varied practices to ensure longevity of products in HRM facilities.
• Communicate vendor work schedules with customers to ensure up to date information is shared.

Financial Responsibilities

• Monitor and manage revenues and expenditures within the FMO budget. In co-operation with the Supervisors, Coordinators, and Managers assist in identifying and prioritizing projects within Property, Fleet & Environment
• Monitor budgets on a regular basis
• Work with other business units, including Procurement, to ensure work is performed in an efficient and cost-effective manner
• Partner with the Procurement Department to ensure optimum pricing when obtaining contractual service
• Review all vendor invoices for contract services to ensure costs align with the service contract.
• Assess end of season vendor requirements, including site inspections and make recommendations regarding the repayment of snow contract holdbacks
• Request and evaluate quotes from vendors as per the Procurement Policy for projects or work required outside of the contract
• Discuss with the Supervisors service requests that result in costs outside of the service contract.

HR Responsibilities

• Participate in on-call Duty on a rotational basis, call in staff for after-hours work when required.
• Fill in for the facility supervisors, if requested, for vacation and sick leave and/or the Manager, Contract Services & Operations if requested
• Participate in strike contingency planning as required
• In the event of a labour disruption or union strike, continue to oversee vendors
• Responsible to oversee and provide direction to independent service providers and internal staff and make effective recommendations with respect to performance management and progressive discipline as may be required
• Participate in the hiring, training and skills development, performance assessment, and recommended discipline of employees as required
• Ensure staff incident and accident reports are submitted in a timely manner
• Implement strategies to ensure high morale among colleagues
• Ensure collaboration within the office through teamwork, sharing of knowledge, resources and communication, including regular staff meetings
• Approve requests for leave, monitor attendance and coordinate and assign workloads as required
• Make effective recommendations with respect to discipline and discharge
• Participate in the selection & recruitment process for staff based on Human Resource Policies and collective agreements
• Effectively administer collective agreements and serve as the first line of grievance as required;
• Ensure staff is knowledgeable in HRM policies and procedures (i.e., Workplace Rights Policy, Human Rights Policy, Occupational Health & Safety, etc.)
• Provide leadership in the development and maintenance of a positive working environment and promote congenial, professional behaviour of staff in relationships with clients;
• Administer collective agreements (CUPE & NSGEU), manage attendance and safety