Projects and Contracts Administrator

Job Responsibility:

Job Summary

The Projects & Contracts Administrator is responsible for the creation and submission of contracts, the execution and tracking / amending of variances including change orders, and the progress claims process. This role will engage with managers, employees, clients and contractors to ensure accurate management and execution of company contract and administrative functions.

Education & Qualifications

• Post-secondary degree or diploma in Business Administration or equivalent.
• Experience in construction / technical project / contracts administration would be considered an asset.
• Industry experience working with professional services firms is considered an asset.
• Proficiency in Microsoft Office suite software.

Responsibilities

• Conduct various coordination and administrative duties such as logging design progress, communication, reviews and approvals.
• Receive and track engineering design submissions, reviews, project correspondence, material ordering, certificates and approvals from technical staff.
• Coordinate with client, contractors, and internal team to receive approval to generate contracts.
• Prepare and administer contracts, cost breakouts, rebate requests and project files based on guidance from company templates and project requirements, including proactively managing workload to adjust to seasonal variances where possible.
• In collaboration with managers, review and edits to ensure accuracy and relevancy of all clauses, and alignment with relevant legislation and industry standards.
• Support the bid process by submitting quantities completed by internal team to contractors for pricing.
• Send contract to relevant parties and track status of submission / approval / execution.
• Work closely with the technical staff to assist with coordination of accurate drawings, material orders and other deliverables prior to being sent out to external contacts such as contractors, utilities and primes.
• Coordinate with the team for variance as the project progresses and create change orders with relevant approvals, accounts and documentation backups to align with service delivery.
• Process and track progress claims from contractors.
• Manage the progress claims process including project variances as needed.
• Use discretion and tact when collaborating with external stakeholders and vendors throughout the progress claims process.
• Align to and support the tracking of key milestones, construction dates and project submission deadlines set out by technical staff.
• Identify correspondence variances and gaps in company database; collect missing data and extract information from database as needed.
• Receive and track notifications on project status updates, and identify and escalate variances with vendors, contractors and other relevant third parties such as municipalities and utility companies to Project Managers or technical staff.
• Submit requests for additional documentation as required.
• Maintain records and filing systems for future references on existing and new contracts, bids and proposals.
• Support Reception as secondary point of contact for phones, office visitors, etc. as needed.
• Completion of other relevant duties as required.

Skills & Knowledge

• High attention to detail
• Exceptionally strong written and verbal communication
• Service oriented and reliable
• Excellent organizational and time management skills
• Dependable self-starter
• Ability to work both independently and within a team
• Continuous learner

Position Conditions

• Job is performed in an office environment.