Administrator, Estimating and Contracts

J-AAR; London; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading construction firm in London, Ontario, is looking for a full-time Administrator, Estimating and Contracts. The candidate will be responsible for managing procurement and tendering processes, supporting project managers, and ensuring all documentation is accurate and organized. The ideal individual is detail-oriented and has previous administrative experience preferably in the construction industry. Competitive wages and company benefits are offered, along with a culture of skill development and team celebration.

Benefits

Highly competitive hourly wage

Referral bonuses

Company paid benefits

Group RRSP/DPSP participation

Skill building and training opportunities

Team member focused culture

Qualifications

• Strong organizational skills to manage multiple tasks.
• Excellent verbal and written communication abilities.
• High attention to detail with reliable follow-through.
• Experience in tender/bidding processes and contract administration.
• Good analytical skills to process documents and manage priorities.

Responsibilities

• Monitor digital procurement, tender, and bidding platforms.
• Prepare bid/tender documentation and manage contract administration.
• Maintain and organize internal systems and documentation.
• Assist project managers with administrative support.
• Support accounts payable and receivable tasks.

Skills

Organizational skills

Verbal and written communication

Attention to detail

Proficient with Microsoft Office

Ability to work independently

Analytical skills

Education

2-5 years of relevant experience in administrative roles

Tools

Microsoft Excel

SharePoint

Microsoft Teams

Job description

J-AAR is forging a future as a premier construction leader in Canada, rooted in the founding vision of John and Loralee Aarts in 1982 with a commitment to foster an environment where everyone can achieve their fullest potential, supported by the belief in others more than they believe in themselves. We empower our team members to unlock their full potential on collaborative construction projects, with transformative results for our customers, communities, and individuals engaged in all the projects we are involved in.

We are seeking a full-time Administrator, Estimating and Contracts who is aspiring to reach their potential in the field of construction, reporting to the Chief Estimator within our Civil Infrastructure Group. This is an in‑office position located at our 3003 Page St., London, ON location. The successful candidate will work closely with various departments, including procurement, project management and estimating, site superintendents, and executive leadership.

Environment

J‑AAR is hiring a skilled and proactive Administrator, Estimating and Contracts. In this multifaceted role, you’ll be the glue between business development (tenders & bids), estimating, project delivery, and internal operations. If you’re someone who thrives on variety, precision, and helping processes run smoothly, this is for you.

How You Will Make An IMPACT

• Continuously monitor digital procurement, tender, and bidding platforms to identify viable business opportunities aligned with J‑AAR’s strategic goals.
• Maintain and update a centralized pipeline/inventory of marketing/bidding opportunities; prepare regular reports for senior leadership (Estimating, VP).
• Prepare bid/tender documentation: building spreadsheet files (Excel), assembling and organizing all required documents, handling pre‑qualifications, and subcontractor qualification materials.
• Manage contract and subcontract administration: ensuring required documents (bonds, insurance, signed agreements) are accurate, complete, and returned prior to site work; post‑award follow‑through including for final bonds and agreement execution.
• Maintain and organize internal systems and documentation: SharePoint, contract archives, tender documents, locate files, public folders; ensure version control and that all project status changes are tracked.
• Assist project managers with administrative project support: tracking goods received, verifying cost summaries, coordinating utility locates/emergency locates, maintaining project files and ensuring that all documentation is compliant and accessible.
• Support accounts payable & receivable related tasks: vendor invoice processing, month‑end closing assistance, cost coding, use of applications to monitor job purchase orders and committed costs.
• Liaise and coordinate with internal stakeholders — estimating, sales, project management, operations — to ensure transparency: sharing updates on bid results, project cost performance, status of contracts, and any addenda or changes.
• Participate in continuous improvement initiatives: identify opportunities to streamline workflows, reduce duplication or missed steps, improve document management, enhance response times and overall efficiency.

How You WOW Us

• Strong organizational skills and ability to manage numerous tasks and priorities concurrently.
• Excellent verbal and written communication: professional, clear, and responsive.
• High attention to detail and reliable follow‑through.
• Proficient with Microsoft Office (especially Excel); willing and able to use / learn systems like SharePoint, Microsoft Teams, and ERP tools.
• Experience (or interest) in tender / bidding processes and contract / subcontract administration.
• Ability to work independently and collaboratively as part of a team.
• 2‑5 years of relevant experience in administrative / operations roles, preferably in the construction industry.
• Good analytical skills: comfortable processing documents, managing task prioritization, and understanding costing / financial aspects.
• Ability to build and maintain strong working relationships with internal departments, external partners, and relevant agencies / stakeholders.
• Commitment to Health & Safety standards and protocols.

How We TAKE CARE Of Our PEOPLE

• Highly competitive hourly wage
• Referral bonuses
• Company paid benefits
• Group RRSP/DPSP participation
• A team member focused culture with a common objective of finding out what we are capable of and reaching our potential
• Skill building, training opportunities, career support
• We Celebrate our Achievements: holiday parties, BBQs, fishing derby, sporting event tickets, golf days, and so much more!

Visit us at: www.j-aar.com

We thank all candidates for their interest, however only those selected for an interview will be contacted.

J‑AAR welcomes all applicants and is committed to a diverse workforce. If you require accommodation, please contact the People and Culture Department.