Contract Administrative Assistant

Creative Niche; Montreal; Hybrid; CAD 45,000 - 70,000; Full time

Job summary

An innovative firm is looking for a Contract Admin to support construction projects for a major retail client. This role is pivotal in managing contracts, purchase orders, and invoicing to ensure project success. The position starts as a 6-month contract with full-time hours, transitioning to a hybrid work model. You will be responsible for maintaining organized documentation and collaborating closely with various stakeholders to ensure smooth operations. If you have a keen eye for detail and strong organizational skills, this opportunity is perfect for you.

Qualifications

• Bachelor's degree required for this role.
• Experience in contract management and invoicing is essential.
• Bilingual English/French is a must for effective communication.

Responsibilities

• Pull contracts and ensure compliance with terms and deadlines.
• Generate and process purchase orders and invoices.
• Collaborate with project managers and suppliers for effective communication.

Skills

Bilingual English/French

Contract Management

Purchase Order Administration

Invoicing

Attention to Detail

Organizational Skills

Communication Skills

Education

Bachelor's Degree

Tools

Microsoft Office

Coupa

Lucernex

Project Management Software

Job description

We are seeking an Contract Admin who will play a crucial role in ensuring the efficient and smooth operation of our large retail client's construction projects. This role is 6 months to start, full-time hours, and involves financial functions, accounting, contract management, purchase order administration, and invoicing, to ensure projects are executed successfully. This person will work hybrid 2x/week then transition to 4x/week in October.

Responsibilities:

• Pull contracts from their online system for vendors and suppliers.
• Ensure compliance with contractual terms, deadlines, and specifications.
• Maintain an organized repository of all project-related contracts and documentation.
• Generate and process purchase orders for materials, equipment, and subcontractor services.
• Track and manage all purchase orders to ensure they align with project requirements and budgets.
• Prepare and issue accurate and timely invoices to clients, subcontractors, and other stakeholders.
• Verify invoice accuracy and compliance with contractual terms.
• Track payments and follow up on outstanding invoices to ensure timely receipt of funds.
• Maintain organized project documentation, including contracts, change orders, and other project-related files.
• Assist in the preparation of reports and documentation for project meetings and presentations.
• Collaborate closely with project managers, subcontractors, and suppliers to ensure effective communication and coordination.
• Monitor project budgets and spend.
• Provide regular budget updates to project managers and finance teams.

Qualifications:

• Bachelor's degree
• Bilingual English/French
• Administrative and accounting experience required.
• Proven experience in contract management, purchase order administration, and invoicing.
• Strong attention to detail and organizational skills.
• Excellent communication skills.
• Proficiency in using relevant software and tools, such as Microsoft Office, project management software, and accounting software (Coupa and Lucernex or similar programs).