Contract Administrator

GeoSpectrum Technologies, Inc; Dartmouth; On-site; CAD 60,000 - 75,000; Full time

Benefits offered by this job

Paid time off

Extended health benefits

Virtual healthcare

Onsite gym

Free on-site parking

Employee assistance program

Career development opportunities

Professional training

Job summary

GeoSpectrum Technologies Inc. is seeking a Contract Administrator in Dartmouth, Nova Scotia. The role ensures effective administration of customer, supplier, and commercial agreements throughout the contract lifecycle.

You will coordinate documentation, monitor milestones and deliverables, maintain records, and support internal stakeholders with contract-related processes. Strong written and oral communication, organization, and discretion are essential.

Qualifications

• Bachelor's Degree in Business Administration or related field or equivalent combination of education and experience.
• Minimum two years in business administration or information services.
• High proficiency in Microsoft Office and Adobe Acrobat.
• Familiarity with ERP systems is an asset.
• Knowledge of FAR/DFARS is an asset.

Responsibilities

• Coordinate preparation, review, execution, distribution, and filing of customer, supplier, subcontractor, confidentiality, and other commercial agreements.
• Maintain contract repository, ensure documents are complete and current.
• Track milestones, notices, renewal and expiry dates, and obligations; follow up as needed.
• Review documents for completeness, approvals, and compliance with procedures.
• Prepare contract summaries, status reports, trackers, amendments, and standard-form agreements.
• Coordinate input from legal, finance, sales, procurement, project management, security, quality, and other stakeholders.
• Assist with contract changes, invoicing requirements, and closeout activities.
• Respond to routine inquiries and escalate concerns as needed.
• Support onboarding of customers and suppliers with required documentation.
• Monitor compliance with policies, delegated authorities, and regulatory requirements.
• Identify contractual risks and overdue actions; document resolutions and decisions.
• Protect confidential and sensitive information per requirements.
• Assist with ITB transactions and other related documents.
• Other duties as assigned.

Skills

Communication

Organization

Attention to detail

Commercial awareness

Self-motivation

Discretion

Education

Bachelor's degree in Business Administration

Post-secondary education or equivalent

Tools

Microsoft Office

Adobe Acrobat

ERP systems

Job description

Location: Dartmouth, Nova Scotia

Workplace: Onsite

Career Opportunity

GeoSpectrum is growing and has a new career opportunity for a Contract Administrator.

The Contract Administrator supports the effective administration of customer, supplier, and commercial agreements throughout the contract lifecycle. The role coordinates contract documentation, monitors deliverables and key dates, maintains accurate records, and assists internal stakeholders with contract-related processes. The successful candidate possesses excellent communication skills, both written and oral, is highly organized, detail-oriented, diligent, commercially aware, a diligent self-starter, and able to handle sensitive information with discretion and sound judgment.

Responsibilities

• Coordinate the preparation, review, execution, distribution, and filing of customer, supplier, subcontractor, confidentiality, and other commercial agreements.

• Maintain the contract repository and ensure executed agreements, amendments, correspondence, approvals, and supporting records are complete, accurate, and current.

• Track contract milestones, deliverables, notice periods, renewal dates, expiry dates, reporting requirements, and other obligations; follow up with responsible stakeholders, as needed.

• Review contract documents for completeness, consistency, required approvals, authorized signatures, and compliance with established procedures.

• Prepare contract summaries, status reports, trackers, correspondence, amendments, change documentation, and standard-form agreements.

• Support internal reviews by coordinating input from legal, finance, sales, procurement, project management, security, quality, and other stakeholders.

• Assist with contract changes, claims, deliverable acceptance, invoicing requirements, closeout activities, and records retention.

• Respond to routine contract inquiries and elevate legal, financial, operational, or compliance concerns to the appropriate authority.

• Support customer and supplier onboarding, including collection and validation of required commercial documentation.

• Monitor compliance with company policies, delegated authorities, contractual commitments, and applicable regulatory or customer requirements.

• Help identify contractual risks, discrepancies, and overdue actions, and maintain clear records of proposed resolutions and decisions.

• Protect confidential, proprietary, controlled, and commercially sensitive information in accordance with applicable requirements.

• Assist with Industrial and Technological Benefits (ITB) transactions and supporting documents
• Other responsibilities as assigned by management.

Experience and Qualifications

• Bachelor's Degree in Business Administration or a related field, or an equivalent combination of post-secondary education and relevant work experience.
• Minimum two years experience working in business administration or information services.
• High proficiency in Microsoft Office applications and Adobe Acrobat.
• Familiarity with Enterprise Resource Planning (ERP) systems is considered an asset.
• Knowledge or awareness of U.S. Federal Acquisition Regulation (FAR) and Defence Federal Acquisition Regulation Supplement (DFARS) requirements is considered an asset.
• Self-motivated and proactive, with the ability to work independently and take initiative.
• Excellent organizational and time management skills, with the ability to manage competing priorities and deadlines.

Security Requirements

All candidates must be eligible to obtain and maintain Canadian Controlled Goods and Canadian Government Security clearances.

About Us

GeoSpectrum Technologies was founded in 1994 by friends who wanted to work together and build a collaborative workplace where employees take pride in contributing to cutting-edge technology from concept to delivery. Based in Dartmouth, Nova Scotia, we design and manufacture state-of-the-art underwater acoustic components, transducers, and end-to-end systems for maritime surveillance and exploration. Serving clients across ocean science, defence, and oil and gas industries, we are known for our innovation and for delivering reliable, customized solutions that exceed customer expectations. Over three decades, our core values have shaped a supportive and creative environment that emphasizes employee engagement, technical excellence, and strong customer relationships.

To learn more about who we are and what it’s like to work at GeoSpectrum, we invite you to watch our company video by visiting www.geospectrum.ca.

Total Rewards

We recognize that our people are our most valuable asset. Our Total Rewards package is designed to support your wellbeing, growth, and long term success. It includes a competitive base salary, comprehensive health and wellness benefits, paid time off, opportunities for professional development, and programs that recognize and reward your contributions.

We offer:

• Competitive salary based on experience
• Work-life balance with core hours
• Paid time off
• Employee-family assistance program
• Comprehensive Extended Health Group plan benefits
• Virtual healthcare
• GRSP employer match plan
• Corporate discounts and perks
• Career development opportunities
• Professional development and training
• Monthly activities led by Social Committee
• Employee driven wellness and activity initiatives
• Onsite gym for employees
• Free on-site parking

Professional Development

GeoSpectrum is committed to creating an environment where colleagues can thrive both professionally and personally, while advancing cutting edge underwater acoustic technology. You’ll engage in regular development and performance discussions with your manager, have access to an online learning platform, and benefit from mentoring programs designed to strengthen your skills and open doors to new opportunities in your field.

We foster a collaborative and inclusive workplace where diverse perspectives are valued, opportunities for growth are equitable, and every colleague can reach their full potential. At GeoSpectrum Technologies, we hire and develop talented individuals who drive innovation.

Accommodation

GeoSpectrum Technologies is committed to employment equity and building a diverse workforce where every employee can bring their best self to work. We encourage applicants from all qualified individuals, including underrepresented individuals who identify as African Nova Scotian, racially visible, Indigenous persons, LGBTQIA2S+, persons with disabilities, and women. GeoSpectrum will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process.If you are a member of an equity group, we encourage you to self-identify on either your application form, covering letter, or resume.

While we sincerely thank all applicants for taking the time to apply, only those chosen for an interview will be contacted.

If you require a disability-related accommodation in order to participate in the recruitment process, please contact the recruitment team by email at [e-mail].