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Enterprise It Contract Coordinator | CareerAIM

Enterprise It Contract Coordinator
Date Posted
Sunday, January 07, 2018
Location
Toronto, ON
Industries
Municipality, City Towns, Economic Development
Details

As an Enterprise IT Contract Coordinator, you will coordinate the preparation and evaluation of information technology requests for proposals, requests for quotations, requests for information, requests for expression of interest, sole source requests, requirements and analysis documents, including detailed specifications of technology infrastructures. We will also count on you to monitor contractor performance, in order to ensure compliance with contract and applicable laws, as well as City regulations, legislation and guidelines.

Responsibilities:

Your primary responsibilities as an Enterprise IT Contract Coordinator will be varied. Specifically, you will:

  • Develop master specifications for use in various RFQs, RFPs, REOI, Sole Source.
  • Review, evaluate, and comment on vendor proposals to ensure conformance to City standards and requirements.
  • Conduct market research on required products and services, to provide solutions and make appropriate recommendations.
  • Work with the Client and the Legal Services Divisions. Draft and negotiate legal agreements adhering to timelines.
  • Conduct follow-ups with Client Divisions, as well as analyze, and report on current procurements and contracts.
  • Identify operating and contractual deficiencies and take appropriate action.
  • Prepare statements of work and negotiate contracts adhering to timelines.
  • Prepare contract documents and timely processing of invoices for payment, and reconcile invoices against contracts.
  • Process contract extensions, amendments and revisions, and prepare schedules and reports.
  • Maintain knowledge of both current and emerging information technology trends.
  • Develop performance standards and procedures, and participate in the review and formulation of policies.
  • Prepare staff reports and general reports for submission to the Bid Committee, Standing Committees and City Council.
  • Respond to inquiries and vendor disputes, and take corrective action.
  • Coordinate projects with the Purchasing and Materials Management Division, the Legal Division, the Insurance and Risk Management Section, Client Divisions and the Financial Planning Division.
  • Facilitate meetings with stakeholders to mitigate any liabilities.
  • Ensure that certificates of insurance are valid and all risk to the City is mitigated.
  • Train and mentor staff.
  • Co-ordinate the preparation and evaluation of information technology requests for proposals, requests for quotations, requests for information, requests for expression of interest, sole source requests, requirements and analysis documents including detailed specifications of technology infrastructures.
  • Monitor contractor performance to ensure compliance with contract and applicable laws, City regulations, legislation, guidelines.
  • Conduct follow-ups with Client Divisions, analyze and report on work methods and staffing of contracted services.
  • Identify operating and contractual deficiencies and takes appropriate action.
  • Analyze and report on work methods and staffing of contracted services.
  • Provide guidance to law Clerk regarding contract process.

Key Qualifications:

Your application for the role of Enterprise IT Contract Coordinator should describe your qualifications as they relate to:

  1. Extensive experience in contract administration.
  2. Extensive experience in drafting and negotiating IT related legal agreements and statements of work, and interpreting legal terms and conditions as they apply to IT procurement.
  3. Extensive experience in the drafting and review of IT call documents (RFP, RFQ, REOI, etc.) and staff reports.

You must also have:

  • Technical aptitude and understanding of technical concepts in order to better understand the subject matter of the contracts within the assigned portfolio.
  • Knowledge of procurement processes and industry best practices for the support and delivery of IT services, in order to ensure the ongoing management of the contracts within the assigned portfolio.
  • Strong oral and written communication, facilitation and negotiation skills.
  • Excellent problem-solving and team-building skills to minimize disputes.
  • Sound decision-making skills in order to appropriately recommend, to management, options and next steps in the administration of the contracts assigned.
  • Relationship management skills to communicate and work effectively with colleagues, consultants, solicitors and other internal and external contacts.
  • Proficiency preparing correspondence and reports using MS Office suite (Word, Excel, PowerPoint).
  • Ability to work under pressure and meet multiple concurrent deadlines.
Communication: