Project Manager Fleet

Job Summary

Salary Pending Review

Reporting to the Manager, Fleet Services, the Project Manager, Fleet is responsible for managing and administering fleet capital and operating projects from initiation, planning, execution, monitoring and controlling, and closing, including build design, specifications, tendering, contract award, build, progress payments, completion of contract work and turn-over of completed works. Types of projects typically lead are vehicle and equipment replacements and new purchases and fleet operational infrastructure (e.g. paint booth, vehicle hoists, fuel pumps/tanks).

Education

• Post-secondary diploma or degree in Business Administration or Mechanical/Industrial Engineering or a related discipline.
• An equivalent combination of education, experience and qualifications may be considered.

Knowledge

• 5+ years of project management experience in the areas of planning, design, and executing capital and/or operational projects (fleet or technology project experience is preferred).
• Demonstrated experience (3-5 years) in preparing and issuing requests for proposals, quotations, prequalification and tenders for the procurement of goods or services (including preparing specifications) and retention of consultant and contractor services.
• Comprehensive knowledge of project management methodology based on PMI (or equivalent) project management techniques.
• Advanced knowledge, experience and skills in Microsoft Office Suite programs (Word, Excel and Outlook) and MS Project.
• Working knowledge of vehicle and equipment design principles & guidelines and all applicable legislation and regulations (Occupational Health & Safety Act, Highway Traffic Act, etc.), and applicable contract law.
• Completed or eligible to complete the Project Management Professional (PMP) certification. If eligible, PMP certification must be completed within one (1) year from the date of hire.

Responsibilities

Plans, organizes, undertakes, and executes the delivery of fleet capital and operating projects, verify requirements and specifications with internal clients, consultants, Original Equipment Manufacturer (OEM), suppliers, local area municipalities (joint tenders/bids)and other levels of government (60% of time).

• Assigns work and provides direction on capital and operating projects, ensuring due diligence and regulatory compliance including providing direction to technical (in-house or contract) staff, consultants and contractors in studies, programs, and capital projects.
• Evaluates and analyzes proposals from consultants for purposes of retaining technical services, including feasibility studies, build requirements and contract administration.
• Manages contract preparation, administration, inspection, and quality assurance during construction phase of the project, ensuring compliance with contract specifications and negotiating changes to contracts.
• Develops project scope and terms of reference for planning and build requirements of capital and operating projects.
• Coordinates tender preparation, monitoring bid progress/status.
• Coordinates project execution, monitoring and controlling phases with Original Equipment Manufacturer (OEM), suppliers, local area municipalities (joint tenders/bids)and other levels of government to administer and fully document all project activities.
• Manages project resources and schedule (including milestones) and identifies project risks and mitigation measures.
• Monitors and evaluates performance of suppliers, contractors, consultants and others as appropriate.
• Prepares reports to Public Works Committee or other standing committees, researching and assisting in the preparation of reports to regional or municipal councils, or more senior levels of government and other agencies on project-specific topics.
• Prepares requirements and specifications for vehicles and equipment, preparing detailed cost estimates and budgets.
• Reviews and verifies consulting, designs, contract drawings and specifications to ensure compliance with Regional and industry requirements, policies, procedures, and applicable legislation.
• Receives, investigates and responds to project related inquiries.
• Ensures compliance with provisions of various contract specifications, procedures, and applicable legislation / Acts.

Develops, Manages, and administers, Capital budgets and 10 year forecast ensuring support of Council’s objectives, financial transparency and accountability, monitoring budget adherence, identifying and explaining variances, timely billing and completeness of funding and financial reporting is effectively managed, in compliance with corporate financial and capital asset accounting policies and best practices in asset management planning (20% of time).

• Authorize and administer the acquisition of goods and services in accordance with the procurement policy.
• Authorize, and administer the acquisition of goods and services for the projects and direct reports in accordance with the procurement policy and procedures.
• Allocates project expenditures to the appropriate Tangible Capital Asset as per PSAB requirements and guidelines.

Manages the activities and performance of staff and project consultants, providing work direction, assigning tasks/projects, determining methods and procedures to be used, resolving problems, and ensuring results are achieved (10% of time).

• Develops project charter and identifies and incorporates stakeholder interests in developing project scope.
• Communicates and presents project-related information at Regional and local councils, Business Improvement Associations, special interest groups, and coordinates with utility companies, area municipalities, conservation authorities, regulatory agencies (e.g. Ministry of Environment and Climate Change, Ministry of Natural Resources, Niagara Escarpment Commission, Canadian Department of Fisheries and Ocean, Transport Canada, Ministry of Transportation, etc.), railways, and other levels of government (i.e. provincial and federal), or elsewhere as required to promote good public relations and customer service on behalf of the Region.
• Communicates with the public and local businesses through Public Information Centres and Project Notifications, construction notices, and project / construction updates to promote awareness, good public relations, and customer service on behalf of the Region.
• Solicits project comments from project team at multiple formal and informal project milestones throughout the design and construction phases.
• Resolves conflicts encountered on projects, involving consultants, external agency or government representatives, contractors, internal engineering, operations and maintenance staff, the general public, and other stakeholders, etc.
• Leads communications to project team and stakeholders for after-hours (planned and emergency) work, complaints and requests for service, taking appropriate action and investigating insurance claims for damages on construction projects and report findings.
• Sets objectives for project team that align with divisional / department goals and objectives.
• Monitors performance of third party services and completes consultant / contractor performance reviews and appraisals.
• Attends review meetings with Region’s legal counsel to provide background information on litigations, attending discovery and other legal hearings, resulting from construction projects as required.
• Directs staff, third party consultants, and contractors to complete assignments on schedule and within budget

Researches and provides input to policies and procedures to ensure compliance, efficiency and effectiveness, identifying opportunities for improvements and providing input into the administrative policies and procedures related to capital and operating projects (10% of time)

• Evaluates effects of updates, changes, or new legislation, regulations, policies, procedures or guidelines, new products and materials, and technological advancements, recommending and adopting new strategies to address impacts on assets and future priorities.
• Develops and updates specifications, contract documents, Request for Proposal template, based on knowledge and experience.
• Develops, researches and recommends new work processes and systems with a continuous improvement focus.
• Researches new products, materials, processes, and prepares reports outlining findings.

Perform other related duties and responsibilities as assigned or required.

Special Requirements

• Must possess and maintain a valid and unrestricted specified license for the class of the vehicle operated (Class G).
• Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.
• Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values.