The City of Toronto’s Fleet Services Division (FSD) provides a full range of fleet management services for city Divisions and Agencies. We direct the management of the City’s fleet including the acquisition, maintenance and disposal of vehicles and equipment based on lifecycle and operational analysis; along with fostering the City’s Green Fleet Plan. FSD maintains and repairs 5,200 vehicles and equipment annually, manages the fueling of 15.5 million litres of fuel to over 13,000 assets annually and trains, tests and certifies 11,000 employees annually who are required to operate City vehicles and equipment. The City of Toronto has one of the most complex Fleets in North America consisting of over 400 equipment types and models ranging from light to heavy duty vehicles, specialized vehicles and equipment including but not limited to: Rear load and Side load waste management vehicles, Front End Loaders, Vacuum trucks, Sweepers, and Back hoes.
The Manager Contracts position is new to FSD and is critical to ensuring FSD success in meeting the short and long term goals of the clients we support and the Senior Management team.
- Develops and implements Fleet policies and procedures, measures and performance indicators as needed for both management and operational oversight and control.
- Manages, motivates and trains the unit’s staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
- Manages the human resources requirements of the contract section for both union and non-union staff, including workforce planning, hiring, discipline and performance management within the guidelines set out in Human Resources policies and procedures and applicable collective agreements.
- Develops and manages the contract budget including; monthly forecasting, staffing and contracted services costs and requirements, and identifies any exceptions and subsequent required action. Determines chargeback rates and inter-divisional charges and recoveries, where required.
- Leads the processes city-wide to develop, co-ordinate and administer all fleet supply and service contract procurement through a wide-range of procurement processes and resultant contracts for maintenance and repair and parts, services and commodities throughout the City, to ensure that all corporate processes are followed and best value is attained.
- Negotiates and ensures that vendors prices are competitive and providing the lowest total cost, and/or lowest lifecycle cost.
- Oversees the spending rate, monitors the limits so as not to have the contracts overspent; that the contract terms and conditions are followed by all parties, signs off on purchase order amendments due to changes on the contracts for replacement pieces, modifications, end of life, new products or price adjustments.
- As a member of the Shared Service group, continues to evaluate and enhance options for the provision of procurement and contract management services to city-wide fleet divisions and agencies.
- Ensures that all relevant Fleet contract management information is entered into the Fleet FMIS or SAP System to allow proper control of contracts and costs and to ensure effective procurement and financial practices.
- Ensures that evaluation of vendor responses to calls are completed in a fair and transparent manner, directs the processes for all negotiations including the agreement on deliverables, and developing measures, service levels and controls to ensure value for money and best price in conjunction with staff, vendors and clients.
- Provides contract related financial and operating advice to Fleet senior management and section managers to ensure effective planning and management of resources.
- Represents the Division and supports the Director or GM at Bid Committee and other standing committees and Council meetings. Manages information and action requests from members of Council through verbal response, reports and briefing notes.
- Oversees the attendance management, leave bank balances, overtime and additional costs for the division. Provides advice with respect to L79 Collective Agreement and L79 grievances.
- Ensures that all payroll expenses are processed timely with proper approval and following guidelines, including attendance and expense claims such as overtime, standby, mileage and parking expense reimbursements.
- Oversees the development, implementation and maintenance of internal processes and procedures and ensures compliance with corporate and divisional financial and accounting policies and guidelines.
- Contributes to the development, implementation, monitoring and re-evaluation of administrative services to ensure the provision of a consistent, effective and efficient level of support to the division on security issues, housekeeping, facility issues, health and safety, freedom of information requests, compliance with Records Retention Policy for destruction of divisional records, etc. In conjunction with the Manger, Fleet Maintenance, develops and manages fleet maintenance and repair activities to ensure cost-effective timely repairs, quality of repair, effective preventative maintenance and superior customer service through the use of contracts where required.
- Develops and implements cost and operational efficiencies by undertaking cost studies to determine effective service delivery mechanisms, combined with reviewing, developing and implementing required policies, procedures and operational changes.
- Manages any required development, function and reporting of the Fleet Management Information System (FMIS) as related to contracts, in association with other business units, including Asset and I&T.
- Develops Requests for Quotation (RFQ) for contracted services and manages contracted services to ensure quality, cost and services provided meet contractual, client and authorized requirements.
- Develops strong working relationships with client divisions, stakeholders and other relevant areas within the City.
- Ensures Occupational Health and Safety (OHS) standards are being met, safe work practices employed and facilities and equipment are in good repair.
- Visibly promotes and models a strong commitment to the corporate vision and the objectives of the division.
- Participates on various Committees and Task Forces as a Divisional representative.
- Provides assistance to the Director, Fleet Asset Management as required.
- Post-secondary education in a professional discipline pertinent to the job function, combined with extensive progressively responsible management experience, ideally within the fleet, automotive or equipment industry, or an equivalent combination of education and/or relevant experience.
- Extensive experience within a large fleet organization, including the development and management of union and non-union staff, with the ability to develop and build teams; encouraging and building mutual trust, respect, and cooperation among team members.
- Extensive demonstrated experience in performance based procurement practices, including lifecycle and lowest total cost analysis, in a fleet or equivalent equipment industry.
- Extensive relevant experience in contract development and management, as well as strong and proven experience negotiating with and managing third party service providers.
- Considerable financial experience in contract management and forecasting combined with strong business acumen, budget and operational planning experience.
- Considerable experience with computerized Fleet Management Information Systems, reporting and analysis (AssetWorks Fleet Focus is preferred).
- Considerable experience using Microsoft Word, Excel and PowerPoint.
- Possess a valid Ontario Class “G” Driver’s License, with the ability to obtain a City Driver’s Permit upon employment.
- Proven interpersonal and functional leadership abilities with an emphasis on high operational standards and the ability to build, develop and deliver a strong consistent level of customer service.
- Advanced oral and written communications skills and demonstrated ability in dealing effectively with diverse stakeholders and staff at all levels of the organization.
- Maintain thorough and current knowledge of all relevant government legislation, regulations and changes including occupational health and safety. Knowledge of corporate and divisional issues and initiatives is a definite asset.
- Ability to anticipate change and influence others in responding to change.
- Well-developed planning, organizational and conflict resolution skills.
- Highly developed sense of discretion, judgement and political acumen to deal with sensitive and confidential matters.
- Advanced strategic thinking skills coupled with strong research and analytical skills, establishing KPI’s, and appropriate controls.
Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.
The City of Toronto is committed to fostering a positive and progressive workforce that is representative of the citizens we serve. We will provide equitable treatment and accommodation to ensure barrier-free employment. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto’s Accommodation Policy, a request for accommodation will be accepted as part of the City’s hiring process.
If you are invited to participate in an assessment process, kindly provide your accommodation needs in advance. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.