Commercial Coordinator

The Commercial Coordinator will provide day-to-day commercial and administrative support to the Commercial team, with a primary focus on tracking, coordinating, and supporting contract variations and change events. This role is designed to improve organisation and follow-through on variations.

Duties and Responsibilities

• Maintain and update variation/change registers, trackers, and status logs.
• Coordinate inputs required for variation submissions (costs, schedules, narratives, technical inputs).
• Ensure project documentation is complete, correctly formatted, and submitted on time per document control practices and procedures.
• Track approvals, comments, and outstanding actions from all contracted parties.
• Review and interpret performance-based and prescriptive contract language to assist with the development of impact and detailed scope for review by technical staff.
• Assist with the preparation of variation/change notices, substantiation packages, and supporting documentation.
• File and manage commercial correspondence, submissions, and approvals.
• Ensure compliance with contractual notice requirements and internal governance processes.
• Support audits and reviews by ensuring documentation is well organised and retrievable.
• Act as a coordination point between Commercial, Engineering, Maintenance, and Finance.
• Follow up on outstanding inputs, responses, and commitments.
• Support meetings by preparing agendas, trackers, and action lists.
• Take notes and circulate actions where required.
• Chair meetings with partner organizations, subcontractors, and contracting authority representatives detailing critical action items.
• Prepare summary reports on variation status, ageing, and workload.
• Provide clear visibility to senior commercial staff on priorities and bottlenecks.

Scope Clarification

This role does not lead negotiations, set commercial positions or entitlement strategy, or approve variations or claims. Those responsibilities remain with the senior commercial team.

Qualifications & Experience

• 2–5 years experience in a commercial, contract administration, project controls, or coordinator role.
• Exposure to AFP/P3 contracts in infrastructure, construction, rail, or transit projects preferred.
• Basic understanding of change control/variations processes; hands‑on experience is an asset.
• Strong organisational and document‑control skills.
• Comfortable working with multiple stakeholders and under tight deadlines.
• Post secondary degree or diploma in engineering or related discipline preferred.

Key Skills

• High attention to detail – accurate, consistent, and thorough in all documentation.
• Strong follow‑up and coordination discipline – reliable in tracking outstanding actions.
• Clear written communication – professional output for submissions and reports.
• Proficient in Excel and document management systems.
• Structured, methodical, and dependable working style under pressure.
• Conveys sound judgement and efficiency in conveying contractual positions.

Reporting Relationships (Direct/Indirect)

Reports directly to the Commercial Director. Coordinates indirectly with Engineering, Maintenance, Finance, and Project Co teams.