Contract Administrator

Black & McDonald; Toronto; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading company in facilities management seeks a Contract Administrator in Downtown Toronto. This pivotal role involves managing contracts, overseeing procurement, and enhancing service quality through effective reporting and client engagement. The ideal candidate will possess solid administrative experience and a strong aptitude for communication and problem-solving.

Qualifications

• 1-3 years in an administrative role is a strong asset.
• Ability to cope under pressure and maintain focus.
• Ability to work independently with limited supervision.

Responsibilities

• Review and manage timesheets and payroll uploads.
• Assist in planning, scheduling, and reporting.
• Create and issue contract invoices and receipts.

Skills

Professional demeanour

Problem-solving

Effective communication

Adaptability

Time management

Tools

MS Office

JD Edwards or Oracle-based ERP system

Job description

Title: Contract Administrator
Location: Downtown Toronto, ON (College St. & Bay St.)
Structure: On-Site Full-time position

ABOUT THIS CAREER OPPORTUNITY

Reporting to the Account Manager, the Contract Administrator is an integral component to providing clients with quality solutions and service that adds value to their core business.

A positive attitude within a learning environment is essential. You’ll develop solutions related to client needs & challenges; you’ll learn to think on your feet. You’ll receive guidance but not heavy-handed micro-management from your manager. You’ll be relied upon – and trusted – to initiate process improvements that enhance the team’s output and satisfaction.

Duties and responsibilities include but are not limited to:

• Timesheet review and management
• Daily payroll upload
• Assist the manager in planning and scheduling
• Reporting both internally and externally pertaining to contract SLAs and KPIs for key accounts
• Procurement within the division with regards to approvals and processes related to Maintenance contracts
• Facilitate Monthly Contract Renewals and Contract Performance Reporting
• Reference and maintain hard and soft copies of client Maintenance Agreements
• Assist with registration of new Vendor Management systems and facilitate transactions as needed
• Facilitate service agreement amendments and service agreement revisions
• Client reporting and engagement
• Perform monthly Gross Margin forecasting
• Create and issue contract invoices, coordinate and issue invoice credits and cancellations
• Investigate and provide solutions to client inquiries
• Create vendor set up in JDE for new subcontractors
• Provide PM schedule to subcontractor and schedule visits
• Work order management and validation
• Maintain inventory system and transactions
• Annual full cycle inventory count
• Issue purchase order numbers to subcontractors
• Receipt invoices and approve for payment
• Obtain WSIB insurance certificates for subcontractors and certificate of insurance
• Confirm and validate subcontractor services via report submissions
• Investigate and provide solutions to subcontractor inquiries
• Ad hoc report generation and analysis of reports
• Preparing of documentation to assist Accounts Receivable/Payable (e.g., Invoices, Purchase Orders, etc.)

SKILLS, ABILITIES, AND OTHER REQUIREMENTS

• 1-3 years in an administrative role is a strong asset
• Maintains a professional demeanour at all times with fellow employees, vendors, sub-contractors and clients
• Ability to cope under pressure and maintain focus, dealing effectively with setbacks while remaining positive
• Embraces change and always willing to adopt new practices
• Ability to approach problems logically, under pressure and seek innovative solutions
• Communicates effectively (verbally and written) at all levels within an organization and with external parties including enforcing authorities
• Values and respects others, encourages and supports diversity
• Ability to work independently with limited supervision
• MS Office (Word, Excel, Project)
• JD Edwards or an Oracle-based ERP system is an asset
• Ability to work well under pressure

Due to many mandatory vaccination requirements at client projects / facilities, in order to provide substantial employment by ensuring compliance with our client’s mandates, the successful candidate will be required to validate full vaccination prior to hire.

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.