Contract Administration Specialist

ZipRecruiter; Ontario; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading contracts management firm is seeking a Contracts Administrator in Ontario, Canada. The role involves managing bids, customer contracts, and compliance with FAR/DFARS requirements. Ideal candidates should have 2 years of experience in contract administration, strong analytical skills, and proficiency in Microsoft Office. This position offers a structured environment with opportunities for professional growth.

Qualifications

• 2 years of experience in prime or subcontract administration related role.
• Typing speed of at least 50 wpm.
• Ability to check your own work for accuracy.

Responsibilities

• Manage the full lifecycle of bids and customer contracts.
• Respond to customer inquiries in a timely manner.
• Document approved packages and maintain electronic and hard copy files.

Skills

Experience in prime or subcontract administration

Proficiency in business English

Understanding of Aerospace and Government contracts

Experience with FAR / DFARS

Strong analytical skills

Skills in Microsoft Office Suite

Ability to multitask

Tools

Excel

Microsoft Word

Outlook

Adobe Acrobat

Job description

Overview

We are seeking a Contracts Administrator with direct experience in aerospace or government contracting. This role manages the full lifecycle of bids, quotations, and customer contracts from RFQ review to final documentation. The ideal candidate will have a strong understanding of FAR/DFARS clauses, flowdown requirements, and contract compliance. You’ll work closely with internal teams to ensure timely, accurate responses and contract execution.

Schedule: 7am-5:30pm, Monday–Thursday

Responsibilities

• Customer Service
• Respond to customer inquiries in a timely manner
• Communicate and resolve RFQ and order issues with internal team members and the customer
• Calculate and monitor lead times and schedules using team inputs
• Compose emails, letters and submittal packages
• Work with confidential information

• Bids and Quotations
• Receive, review and understand requirements in RFQ packages
• Review product history. Products range from complex to simple assemblies, to small and spare parts
• Communicate requirements to Bid Team
• Enter bid requirements into online bid tracking program and monitor team progress
• Compile pricing utilizing Excel spreadsheets and team inputs
• Compare pricing to product history and present with pricing, and supporting documents to Contracts Manager for approval

• Contract/Customer Orders
• Review to understand requirements, and acknowledge customer orders and contracts, including terms and conditions and other associated documents
• Identify customer flowdown requirements
• Issue sales orders communicating contract or order requirements to team
• Monitor order/contract progress and identify or request changes, extensions or renewal as needed

• Record Keeping / Filing / File Set up
• Assign bid and job numbers, create and manage and maintain electronic and hard copy files
• Document approved and/or accepted packages and back up in electronic and hard copy files, and log select details in electronic product record logs
• Document task instructions as provided and examples for future use

Experience / Skills / Abilities

• 2 years of experience in prime or subcontract administration related role
• Proficiency in business English: spelling, composition, grammar, punctuation
• General understanding of typical Aerospace, Government and Commercial contracts and associated requirements
• Experience with FAR / DFARS contract clauses
• Accuracy / ability to check your own work required
• Strong analytical and problem-solving skills and the ability to multitask and perform duties with minimal supervision
• Strong skills in Microsoft Word, Excel, Outlook and Adobe Acrobat required
• Skills in Microsoft PowerPoint and Teams a plus
• Experience with simple MRP systems
• Ability to read drawings a plus
• Typing speed 50 wpm
• Accounting, manufacturing, or construction estimating experience a plus