Job Description

Job Title: COORDINATOR VENDOR MANAGEMENT (CONTRACTED SERVICES)

Job ID: 67362

Job Category: Buildings, Property Operations & Real Estate

Division & Section: Corporate Real Estate Management, Facility Management

Work Location: Metro Hall, 55 John Street, 1050 Ellesmere Road

Job Type & Duration: 2 Full-time, Permanent

Hourly Rate and Wage Grade: $49.66 - $54.43, TF5351, Wage Grade 14

Shift Information: Monday to Friday, 35 Hours Per Week

Affiliation: L79 Full-Time

Number of Positions Open: 2

Posting Period: October 6 – October 21, 2026

This is an opportunity to advance your career and join a team of diverse and dynamic facility management professionals, as the City of Toronto's Corporate Real Estate Management (CREM) Division is striving towards becoming a leader within the industry. With a business goal of evolving into a first-class, full-service division that provides proactive customer service, strategic facilities management and an organized and consistent approach to facility management, CREM is driving change to our culture, business and technology.

Our people are at the heart of our transformation into a strategically aligned operational structure equipped to serve customer needs today and into the future. We are emerging as a thought leader and the place to be!

About the Role:

Reporting to the Supervisor of Contracted Services, the Coordinator Vendor Management (Contracted Services) plays a critical role in ensuring the effective delivery of contracted facilities services across HVAC, Electrical, Mechanical, Door Systems, and general building repairs. The position is responsible for driving operational excellence through proactive work order management, vendor performance oversight, and service delivery coordination to ensure contractual obligations and organizational service standards are consistently achieved.

The Coordinator Vendor Management (Contracted Services) serves as a key liaison between vendors, and internal stakeholders, ensuring timely communication, rapid issue resolution, and a high level of customer service. The role also provides financial oversight through estimate reviews, invoice validation, and value-for-money assessments, supporting responsible stewardship of organizational resources and the overall success of Facilities Management operations.

Major Responsibilities:

• Works with Facilities Management staff (including the Project Management Office) to ensure vendor performance scorecards are implemented for all programs and are kept up-to-date.
• Reviews and coordinates purchases by evaluating suppliers on the basis of quality, pricing and delivery timeliness.
• Maintains updated knowledge of policies and procedures associated with purchase contracts, such as indemnification and amendments.
• Maintains and reviews documentation including records of purchase items, costs, deliveries and inventories.
• Evaluates vendors, ensuring compliance with contractual terms and conditions and meets assigned performance metrics for all services.
• Performs root cause analysis to identify underperforming suppliers. Develops and executes strategies to improve supplier performance.
• Analyzes vendor performance and produces customized reports documenting same.
• Resolves vendor disputes and non-conformance concerns and facilitates resolutions through contract negotiations.
• Develops and implements strategies based on key performance indicators to improve service delivery, customer satisfaction, and cost reduction for the Division.
• Applies industry best practices pertaining to vendor and contract management.
• Fosters and maintains strong partnerships with key providers and other external partners.
• Collaborates closely with various divisions and program stakeholders at all levels to support organizational goals, including evaluating and prioritizing requests, conducting vendor reviews, implementing contracts, vendor scope change efforts, and corrective action plans.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Post-secondary education in Business Administration, Building Systems, Facilities Management or a relevant field, or an equivalent combination of education and experience.
2. Considerable experience managing vendors and service contracts in a large public or private sector organization.
3. Considerable experience resolving vendor disputes and non-conformance, and facilitating contract negotiations.
4. Considerable experience in managing, maintaining, assessing and reviewing data, standards and services to identify best practices, and establish KPIs and opportunities for improvements in service delivery.
5. Considerable experience conducting detailed facilities management services research or analysis, and preparing reports, briefing notes and fact sheets to present complex information to a variety of audiences.
6. Possession of a valid Province of Ontario G Driver’s License.
7. Ability to complete strategic sourcing of facilities management/building service contracts in a corporate real estate environment.
8. Ability to work with technology and a variety of software packages, including MS Office (e.g. Word, Excel, and PowerPoint,) and ERP systems such as SAP, ORACLE, etc.
9. Advanced problem-solving, conflict resolution, time management and prioritization skills, including planning, organizing and coordinating projects and assigned tasks.
10. Strong customer focus and the ability to foster and maintain effective stakeholder relationships, utilizing initiative to devise innovative, best practices, customer service solutions.
11. Advanced communication (verbal, written and presentation), negotiation and interpersonal skills and the ability to work independently and also collaboratively within a team environment.
12. Knowledge and understanding of construction and maintenance practices and terminology of building structures, life safety and mechanical systems.
13. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
14. Ability to travel to various locations.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.