Contract Administrator

Black & McDonald Limited; Markham; Hybrid; CAD 60,000 - 65,000; Full time

Job summary

Black & McDonald Limited in Markham, ON is seeking a Contract Administrator to support Facilities Management & Operations. The role is based in Toronto office operations and requires meticulous administrative coordination.

You will manage timesheets, expenses, document controls, invoices, POs, and inventory processes, while coordinating with vendors and internal teams to ensure timely delivery and compliance.

Qualifications

• Educational background as listed: High School Diploma; degree/diploma in office admin is an asset.
• Minimum 5 years in an office admin role with 1–2 years in inventory control or similar.
• Experience in construction sector is an asset and beneficial.

Responsibilities

• Enter timesheets, process expenses, and maintain document controls.
• Coordinate vendor relations; process invoices and purchase orders.
• Assist in proposal preparation and support change order documentation.
• Monitor inventory levels and support loss-prevention initiatives.
• Prepare reports and support health, safety, and regulatory standards.

Skills

Communicates Effectively

Customer Focus

Holds Self and Others Accountable

Teamwork and Collaboration

Values and Respects Others

Education

High School Diploma

Degree or Diploma in Office Administration

Tools

MS Office

JD Edwards/Oracle ERP

WASP or Inventory Software

Job description

Career Opportunity

CONTRACT ADMINISTRATOR

Markham, ON

BUILD YOUR CAREER AT BLACK & MCDONALD

Black & McDonald is an integrated, multi‑trade service provider that safely delivers high quality construction, facilities management, and technical solutions. We are a family-owned and family-run company that employs thousands of highly skilled and talented professionals across North America. With 100 years of diverse market experience, we are a forward‑thinking organization with a strong track record of delivering operational excellence and customer-focused solutions that stand the test of time.

ABOUT THIS CAREER OPPORTUNITY

Black & McDonald’s Facilities Management & Operations team is growing! If you are committed and collaborative professional looking to contribute to a hard-working, innovative team, this opportunity is for you.

The Administrative Assistant is located in Toronto and typically reports directly to the Facility Manager. Duties and responsibilities include but are not limited to:

• Enter timesheets, process expenses, and maintain document controls
• Implement inventory procedures and manage ordering, returns, and stock levels
• Coordinate vendor relations and process invoices and purchase orders
• Assist in proposal preparation and support change order documentation
• Manage and maintain customer inventory control systems (e.g., WASP)
• Monitor inventory losses and support loss-prevention initiatives
• Maintain office supplies, equipment servicing, and administrative systems
• Prepare reports and support compliance with health, safety, and regulatory standards
• Schedule facility usage, vendor services, and internal coordination
• Monitor work order compliance through the CMMS system
• Track subcontractor purchase orders and liaise with legal for approvals
• Maintain and update electronic and manual databases, mailing lists, and inventories
• Support audits and inspections by organizing required documentation
• Coordinate internal communications and respond to facility-related inquiries
• Perform other administrative duties as required to support operations

COMPETENCY REQUIREMENTS

• Communicates Effectively
• Customer Focus
• Holds Self and Others Accountable
• Teamwork and Collaboration
• Values and Respects Others

EDUCATION REQUIREMENTS

• High School Diploma
• Degree or Diploma in Office Administration or related would be considered an asset

WORK EXPERIENCE REQUIREMENTS

• 5 years in an office environment in an administrative role
• 1-2 years of experience in inventory control or equivalent
• Experience in the construction sector is considered an asset

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• Proficient knowledge and understanding of:
• Organization and time management
• Work well under pressure
• Meet all deadlines
• Ability to multitask
• Proficient user of:
• MS Office (Word, Excel, Project)
• JD Edwards or an Oracle-based ERP system considered an asset
• Knowledge of an Inventory Management Software is an Asset (WASP, Fishbowl, or inflow, etc.)
• Valid Ontario “G” Driver’s License is required

The expected salary range for this role is between $60,000 - $65,000 per year. The starting salary will be determined based on several factors such as the successful candidate’s qualifications, including but not limited to education and experience. Base pay is one component of Black & McDonald’s total rewards package. Total rewards vary by position and may include additional offerings such as group insurance benefits, pension plan, annual discretionary bonus, career development programs, and other HR programs.

Black & McDonald welcomes and encourages applications from persons with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the recruitment and selection process.

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