Role: Contracts Administrator

Status: Perm

Salary: $100K to $130K

Hybrid - Toronto, Ontario area

Job Summary

Seeking a full-time Contracts Administrator to work within the Project Delivery Department in our Toronto Ontario region. In this role you will review and analyze contractual risks relating to all aspects of the business, including project agreements, subcontracts, and non-disclosure agreements. You will provide guidance regarding contract interpretation issues and advise on alternative approaches to mitigate risk. You will participate in negotiating contract terms and providing explanations when warranted. You will also build and maintain effective working relationships with internal clients, including Project Managers and other stakeholders. You may also assist in maintaining contract files, including database (ProjectWise) entry, and managing hard and electronic files as needed. You will have a working knowledge of construction core services, including estimation, procurement, cost planning, and more.

Roles and Responsibilities:

• Administering the procurement process from the development of strategic project procurement plans through to solicitation of the sub-contract and vendor proposals for scheduled scopes of work; all in collaboration with the project managers, construction managers, and project commercial manager
• Ensuring alignment of the procurement packages with the project budget and schedule
• Undertaking responsibility for the preparation, issuance, and documentation of signed agreements with sub-contractors and vendors
• Handling requests for change orders and other contract modifications to ensure change orders are aligned with sub-contracts and purchase order requirements
• Assuming responsibility for the overall development and execution of the procurement plan
• Reporting procurement status and schedule to the project team and management on a weekly basis
• Preparing project procurement documents including purchase orders for commodities, equipment, services, and construction sub-contracts
• Handling pre-qualification of sub-contractors and suppliers
• Ensuring compliance with the client requirements for procurement, including obligations related to any regulatory or funding agency
• Bidding, awarding, and administering project supply, services, and construction sub-contracts and purchase orders
• Coordinating and developing sub-contracts, purchase orders, and change order cost and price analysis
• Interacting with design and client personnel as required
• Preparing and presenting commercial recommendations to award for all procurement packages
• Reviewing and developing prime contract flow-downs into project-specific sub-contract and purchase order documents
• Managing the solicitation of proposals in accordance with company procedures and project requirements
• Participating/leading negotiations of contract terms and pricing issues
• Preparing documents for contract awards and understanding budget compliance
• Managing all aspects of sub-contract administration for the project, from pre-qualification of bidders to close-out of sub-contracts and record retention
• Supporting the development and maintenance of budgets and tracking project costs throughout the life of projects including work-in-progress
• Supporting change management, estimating impacts of changes, and contingency drawdown
• Preparing monthly cost reporting and budget reconciliation, including earn value management
• Developing risk register and tracking impacts
• Handling cash flow forecasting and monitoring
• Reviewing contractor/consultant invoices
• Developing WBS and cost breakdowns
• Supporting client account management
• Communicating details effectively to internal and external stakeholders including presentations
• Establishing new and maintaining existing project control tools

Required Education/Experience:

• Bachelor’s degree in applicable field
• 2+ years’ experience in the contracting/legal field or equivalent is preferred
• Creativity and initiative; ability to identify problems and/or inefficiencies and independently offer/implement practical solutions
• Excellent organizational skills
• Ability to focus on details while working in a fast-paced environment
• Ability to prioritize and multi-task while working under tight deadlines
• Excellent oral and written communication skills and the ability to effectively interact at all levels of the organization and with external clients of the company
• Skilled in Microsoft Office Suite software such as Word, Excel, and Outlook
• Desired Education/Experience:
• A financial or Legal degree is a plus
• PMP or RICS is a plus
• Experience in the engineering or construction environment is a plus
• Experience in contract administration or procurement
• ProjectWise or equivalent database experience is a plus