Contract Administrator

McKeil Marine Limited; Burlington; Hybrid; CAD 55,000 - 85,000; Full time

Job summary

An established industry player is on the lookout for a detail-oriented Contract Administrator to enhance their operations. This role is pivotal in managing the entire contract lifecycle, ensuring that all processes from CRM management to post-contract follow-ups are executed with precision. The ideal candidate will thrive in a dynamic environment, showcasing strong organizational skills and a commitment to continuous improvement. Join a passionate team dedicated to delivering exceptional service and support across various sectors, while enjoying a competitive compensation package and opportunities for professional growth.

Benefits

Competitive total compensation program

Remote work flexibility

After-hours support for emergencies

On-call rotation

Qualifications

• 3-5 years of experience in contract administration or commercial operations.
• Proficiency with HubSpot CRM and DocuSign platforms.

Responsibilities

• Manage the full contract lifecycle from CRM to pricing coordination.
• Prepare and manage contract drafts using approved templates.

Skills

Contract Administration

Organizational Skills

Communication Skills

Attention to Detail

Cross-Functional Coordination

Education

Bachelor’s degree in business administration

Legal studies or related field

Contract or paralegal certification

Tools

HubSpot

DocuSign

Job description

McKeil Marine is one of Canada’s leading marine service providers. Experienced and adaptive, we deliver turn-key solutions that support our customers' success in a wide range of transportation and project challenges. Customer service, safety, quality, and respect for the environment are at the heart of our operations. When you join McKeil Marine, you can look forward to a very competitive total compensation program and a team of passionate colleagues in a fast-paced, growing organization that supports all communities in which we operate.

Contract Administrator

McKeil Marine is seeking a detail-oriented and commercially savvy Contract Administrator to support our growing operations. This role plays a key part in managing the full contract lifecycle—from CRM and DocuSign workflows to pricing coordination and post-contract follow-ups—while working closely with Commercial, Operations, and Risk teams. The ideal candidate thrives in a fast-paced environment, brings strong organizational skills, and is eager to grow as a cross-functional contributor driving efficiency, accuracy, and continuous improvement across the business.

Key Duties & Responsibilities:

1. HubSpot Management
   1. Create and maintain up-to-date contact, company, and deal records in HubSpot.
   2. Log all client interactions—emails, calls, meetings—with brief but professional notes.
   3. Attach contracts, quotes, and approvals directly to the deal record.
   4. Move deals through the proper stages (Prospecting → Proposal → Contract Sent → Closed Won).
   5. Assign deal owners and collaborators clearly to avoid ambiguity.
   6. Use HubSpot tasks and reminders for follow-ups, deadlines, and renewal alerts.
   7. Submit weekly deal pipeline summaries (active, pending, stalled) to the Executive Team.
   8. Track key metrics: contract turnaround time, deal velocity, lost reasons.
   9. Audit HubSpot records: merge duplicates, archive inactive leads, update contact info.
2. DocuSign Administration
   1. Work closely with the Risk Manager to implement and manage DocuSign for contract execution.
   2. Prepare, launch, and monitor DocuSign envelopes with correct signatory order and security settings.
   3. Ensure timely execution, accurate metadata, and compliance with contractual requirements.
   4. Archive completed contracts in HubSpot and designated internal repositories.
   5. Maintain a complete DocuSign audit trail for review and regulatory purposes.
3. Contract Lifecycle Oversight
   1. Prepare and manage contract drafts using approved templates.
   2. Upload working drafts to HubSpot and DocuSign and track version history.
   3. Route contracts for review, engaging the Risk Manager for compliance and insurance provisions.
   4. Confirm insurance certificates, NDAs, and credit approvals are attached to each deal.
4. Pricing & Commercial Coordination
   1. Liaise with Commercial and Operational teams to interpret operational scopes and timelines to ensure commercial proposals reflect true service delivery costs.
   2. Input agreed pricing structures into HubSpot deals, ensuring clarity for client-facing quotes and contract documentation.
   3. Validate pricing assumptions with Operations and Risk before contract finalization.
   4. Support margin analysis, change order documentation, and post-project financial reconciliation where required.
5. Cross-Functional Coordination
   1. Assist Risk Manager in providing the Executive Team with clear summaries of key deals, risks, and milestones.
   2. Flag any commercial or legal concerns early to the Risk Manager and Executive sponsors.
6. Follow-up & Renewal
   1. Set post-contract follow-ups in HubSpot (e.g. check-ins, satisfaction calls, renewals).
   2. Keep internal teams looped in on customer needs or changes.

Qualification, Skills and Key Competencies Required:

1. Bachelor’s degree in business administration, legal studies, or a related field (contract or paralegal certification an asset).
2. 3–5 years of experience in contract administration or commercial operations, preferably within logistics, transportation, or maritime sectors.
3. Proficiency with HubSpot CRM and DocuSign platforms for contract lifecycle management.
4. Strong understanding of contract workflows, pricing structures, and commercial documentation.
5. Excellent written and verbal communication skills with strong organizational abilities.
6. Exceptional attention to detail in drafting, reviewing, and archiving contracts.

Additional Skills

1. Ability to work independently in a high-volume, deadline-driven environment.
2. Demonstrated ability to coordinate across cross-functional teams (e.g. Risk, Operations, Commercial).
3. Proven track record in managing multiple deals and maintaining accurate records in CRM systems.
4. High degree of professionalism, with discretion in handling confidential and sensitive information.

Working Conditions/Special Notes:

1. McKeil Marine Limited is a 24/7 operating business; this role will require after-hours support for emergencies when business requirements dictate with regular on-call rotation.
2. The ability to work remotely at home as outlined by current Hybrid WFH protocols and policies.