Senior Contract Administrator

Location: Toronto, ON (Union Station) - Hybrid

Contract Duration: 1 year contract with a possibility of extension

Working Hours: M-F 35 hours per week

Job Title: Senior Contract Administrator

Summary of the Scope of Work and Deliverables

• Coordinating and administering the day-to-day activities associated with contract administration for a portfolio of information technology systems (ITS) contracts.
• Responsible for administering various contracts, including those for ITS software, licensing, support, maintenance, technical support, training, consulting and/or other services in accordance with policies and departmental procedures.
• Review vendors' submissions such as change requests, amendments, invoices, notices, and other contractual correspondence to ensure compliance with contracts terms and conditions and the scope of the work.
• Reviewing, interpreting and analysis of contract requirements, tenders, and contract documents, to ensure that the overall contracting strategy and individual clauses/terms are applied appropriately and consistently to reduce the risk and protect the interests of the client.
• Manage stakeholder relationships and optimize commercial management processes.
• Responsible for contract management, and administration for various types of ITS contracts.
• Identify and advise on the resolution of a range of critical contract issues with the project delivery teams and vendors to resolve contractual inconsistencies, irregularities, and other related issues, e.g. vendor performance.
• Enforce contractual obligations and conditions by engaging internal legal representation and providing assistance in negotiations and resolution of matters, or enforcement of penalty clauses, Liquidated Damages, etc.
• Escalates complex, high-profile issues/matters to the Commercial Manager.
• Responsible for accurate administration of various contract records, such as changes, variations, Invoices, amendments, correspondence, notices etc. in the Contract Management System (CMS).
• Monitor assigned contracts and the respective progress, analyze internal data, prepare and provide status reports to management and project teams, as required.
• Analyze rationale for contract changes/ amendment/ claims and implementing claims avoidance and mitigation practices/strategies.
• Ensure contract amendments are processed accurately and efficiently.

Qualifications and Experience

• Minimum of five (5) years of work experience in Contract Administration and/or Procurement in public sector or private sector, ideally in the ITS sector.
• Great attention to detail, and capable to perform contract administration with great quality without close supervision
• Well-developed analytical skills
• Proficient in the use of a personal computer and related software applications relevant to the work
• Ability to multi-task and prioritize tasks in an effective manner
• Have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.
• Completion of a post-secondary college diploma or university degree in a related discipline (e.g., Business, Finance, Engineering, etc.) or a combination of education, training and experience deemed to be equivalent
• Post-award commercial management experience within a Transit agency or similar industry. Strong knowledge and experience in post award contract administration practices in complex operational and public agencies environments.
• Ability to comprehend ITS, software and technical issues related to contracts as well as a very good understanding of legal and commercial issues and practices related to tender and contract law.
• Strong knowledge of contracting principles, processes, methods, practices as well as accounting and scheduling principles.
• Proven experience in managing projects and contracts in a multi-functional environment.
• Strong knowledge of data management and reporting tools and ability to extract and report insights to assist top management with decision making.
• Knowledge of quality assurance and quality control principles, practices, and methods to lead the implementation of controls for contract management processes.
• Strong knowledge of claims management techniques and practices in a large scale, multi-faceted environment.
• Solid negotiation and oral written/presentation skills to manage contract administration and commercial management issues.
• Sound interpersonal and oral/written/presentation skills to present complex and/or new ideas with clarity and simplicity, consult with all levels within the organization and in the field, and work effectively with specialists across multiple sectors.