Contract Administrator

Title: Contract Administrator

Division: Contract & Vendor Management

Location: Edmonton, AB or Calgary, AB

Salary: $3,836.91 - $4,809.93 Bi-Weekly

Job Class Number: 420200

Relocation: Relocation assistance will not be provided for this position.

Why Work Here

At ATCO, your work helps power something bigger. As part of our Contract & Vendor Management team, you’ll help support the essential services our customers and communities rely on by ensuring contracts are administered with care, accuracy, and accountability. In this role, you’ll collaborate with knowledgeable colleagues, build trusted relationships with internal and external partners, and contribute to practical solutions that manage risk, strengthen vendor performance, and support business success. We’re committed to creating an environment where people feel supported, trusted to contribute their expertise, and encouraged to grow their skills while helping deliver inspired solutions for a better world.

About the Role

The on-going and continual monitoring of the contractor’s performance is critical to the success of the contract. The Contract Administrator provides contract administration and contract management support related to key supplies, equipment and services to the business, including execution, monitoring, preparation and negotiation of change orders, amendments and close out and warranty. This position must become intimately familiar with the contract documents and all amendments and be able to summarize developing issues in the context of contract language and the associated work. This includes negotiating the terms of the contract, managing the fulfilment of contract terms, lowering the company’s exposure to legal risk, and increasing changes for a higher profit. Attention to detail, a highly organized approach to work planning and execution including meticulous documentation are critical to the success of this position.

What You Get to Do

• Review and understand contracts for goods and services to identify key responsibilities, deliverables and associated actions required of various participants (contract values ranging from $10,000 - $50M+).
• Prepare and monitor contract deliverable matrix that outlines: vendors/contractors’ contractual obligations as well as Owner’s, the type of obligation, parties responsible, positive actions required and the time or frequency of such actions.
• Work collaboratively with project teams to develop the project risk register by identifying contract risks & mitigation measures.
• Act as a subject matter expert to monitor contractor activities ensuring compliance to terms and conditions while providing contractual advice and support to ATCO representatives overseeing, monitoring and supervising contracted work i.e. Project Managers, Construction, discipline area Leads and Supervisors.
• Exercise professional judgement to monitor and control contractor activities to ensure compliance to terms and conditions, policies, procedures, regulatory and applicable legislation.
• Verify that all change requests submitted by contractors are outside the current scope of work and determine requirements for contract change orders or amendments.
• Resolve contract issues, claims and disputes quickly and efficiently by negotiating with suppliers to the lowest possible price without creating adversarial relationships that could affect quality, on time delivery of products or services or negatively affect ATCO’s reputation.
• Proactively generates cost savings through supplier negotiations of existing contracts and competitive bids.
• Lead or participate in contractor performance and post completion reviews, in accordance with the contracts, ensure any learnings are captured and applied to future contracts.
• Work collaboratively with Common Services and Procurement to identify competitive goods & services, suppliers and other cost savings opportunities.
• Facilitate engagement with cross functional stakeholders as to their respective requirements to ensure those requirements are included in the overall contracting strategies.
• Work collaboratively with ATCO businesses and Key Stakeholders as required to develop contracting strategies, conduct competitive bidding (RFI, RFQ, RFP) and vendor negotiations on Strategic Master Service Agreements.
• Assess and review and approve the Contract Administration Assistants invoice verification to ensure payments are accurate, aligning with invoicing policies/guidelines/purchase orders/quotes and contractual terms and conditions.
• Monitor holdback requirements in accordance with the Builders Lien Act/Prompt Payment Construction Lien ACT and other holdbacks as required.
• Ensure project contract costs are accurately accrued on a monthly basis.
• Ensure all contract activity is billed, verifies services/goods were performed or supplied, and that no work goes unbilled.
• Track and monitor Letters of Credits / Bonds, update as changes occur, release at project completion or hold to address legal issues.
• Analyze contractual requirements, invoicing, change orders, tenders to identify cost savings
• Ensure contractors are compliant in Avetta to confirm contractual requirements including sufficient insurance coverage for potential losses.
• Exercise professional judgment in determining and implementing suitable practices to monitor and control contractor activities to ensure compliance with the terms of the contract while ensuring consistency with industry standards, corporate and regulatory policies and procedure.
• Work with internal audit to advance process, increase mitigation of risk while automating and lowering administrative burden.
• Provide input into the development of Supply Chain forms, processes and guidelines that meet corporate policies and internal audit requirements. Develop and provide training to functional groups on the use of forms, processes, policies and audit requirements.
• Ensures all procurement activities are in line with corporate procurement policies, procedures and the laws of competitive bidding.
• Ensure all tenders, quotes, changes, etc. comply with the AESO Procurement rules for AESO Direct Assign projects and provide supporting documentation related to AESO Procurement reporting.
• Maintain accurate and current contract documentation including Sharepoint, contract management logs, change logs and tracking sheets as required.
• Support continuous improvement initiatives within Supply Chain.
• Counsel internal customers to ensure their practices align with Company business objectives with respect to contract administration and invoice verification.
• Effectively communicate and coordinate with all internal and external customers, providing superior customer service with respect to contracts, contract administration and invoice verification.
• Participate in and when requested lead meetings, training sessions and/or conferences regarding Contract Administration, related strategies and initiatives.

What You Bring

• High School Diploma is required
• Post Secondary Courses in Contract Management/Contract Law
• Diploma in business, supply chain management, law or contract management
• Certified Construction Contract Administration (CCCA) is an asset
• Supply Chain Management Professional (SCMP) designation is an asset
• 3-5 years experience working in procurement or contract management or project management
• Working knowledge of contract composition, contract law and dispute resolution
• Working knowledge of project scheduling and project financial reporting and controls
• Excellent interpersonal communication (both written and oral) skills
• Exceptional analytical and problem-solving skills
• Impeccable attention to detail
• Self-motivated with the proven ability to take initiative
• Proven negotiation skills
• Effective planning, scheduling and prioritizing of a heavy/shifting workload
• Excellent time management skills and self-motivated
• Ability to travel on an occasional basis is an asset

We would like to thank everyone for their application; however, only those being considered for an interview will be contacted.

This position is administered under CU Inc and Canadian Energy Workers Association Collective Agreement, Job Posting provisions.

CU Inc. is part of ATCO Ltd. ATCO delivers inspired solutions for a better world. We are a diversified global corporation with investments in the essential services of Structures & Logistics, Utilities, Energy Infrastructure, Retail Energy, Transportation and Commercial Real Estate. Learn more about how we build communities, energize industries and deliver customer-focused solutions like no other company in the world at ATCO is proud to be an equal opportunity employer. Visit our website for more information.

This position is administered under the CU Inc. and Canadian Energy Workers Association Collective Agreement, Job Posting provisions.

, Van Tornhout, Janine