Contract Administrator

TCHC; Toronto; Hybrid; CAD 90,000 - 99,000; Full time

Benefits offered by this job

Paid vacation

OMERS pension

Health & dental benefits

Employee and family assistance

Maternity/Parental top-up

Tuition reimbursement

Fitness discount

Job summary

Toronto Community Housing Corporation is seeking a Contract Administrator to manage post-award lifecycle contracts within the CLM system. You will work with Legal, Finance, SPU, Divisions, Vendors, VRM, and Data teams to ensure complete, compliant records and timely renewal actions.

Responsibilities include reviewing award documents, selecting workflows, maintaining metadata, and coordinating signatures. Hybrid role with broader public-sector procurement exposure benefits.

Qualifications

• Post-secondary diploma or degree in Business Administration, Public Administration, Supply Chain, Contracts Management, or related field.
• 3–5 years of contract administration experience in public-sector environments.
• Hands-on experience administering post-award contracts, amendments, renewals, and close-outs.
• Experience with a Contract Lifecycle Management system is preferred.
• Strong knowledge of contract documentation, approvals, and compliance.
• Proficiency with Microsoft Office tools.

Responsibilities

• Review award documents to confirm contract type, scope, value, and dates prior to CLM setup.
• Select the correct workflow (new, amendment, renewal, extension) and ensure approvals.
• Create, update, and maintain contract records with milestones and values.
• Route contracts for signatures and activate records after approvals.
• Track expirations and coordinate renewals with Divisions.
• Manage amendments, renewals, and extensions with proper documentation.
• Monitor compliance and vendor performance; close out records.
• Escalate issues to ensure efficiency and controls.

Skills

Contract lifecycle management

Vendor coordination

Cross-functional collaboration

Attention to detail

Communication skills

Education

Post-secondary diploma or degree in Business Administration, Public Administration, Supply Chain, Contracts Management, or related field

Tools

CLM system

Microsoft Office

Job description

Vacancy Type

Vacancy Type: Full-timePermanent

Salary/HourlyRange

Salary/HourlyRange: $43.38/hr – $47.53/hr

Work Details (Days/Hours)

Work Details (Days/Hours): Monday – Friday 35 hours per week

Hybrid Eligible

Hybrid Eligible: Yes

Affiliation

Affiliation: Unionized: CUPE Local 79

Divisionand Department

Divisionand Department: Finance - Procurement

Location

Location: 35 Carl Hall Road, Toronto

Number of Vacancies

Number of Vacancies: 1

Existing/New Job

Existing/New Job: New

Grade

Grade: TCHC 6

Vacancy Status

Vacancy Status: New

Candidate List or Eligibility List

Candidate List or Eligibility List: Candidate List

What we offer

In addition to a competitive salary and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:

• Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
• Minimum three (3) weeks of paid annual vacation days, increasing with years of service;
• Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
• Health and dental benefits
• Employee and family assistance program;
• Maternity and parental leave top up (93% of base salary);
• Training and development programs including tuition reimbursement of $1500 per calendar year.
• Fitness membership discount;

This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a difference

The Contract Administrator is responsible for managing the full post-award lifecycle of procurement contracts, from contract setup through amendments, renewals, extensions, and close-out. The role ensures contracts are accurately established, maintained, and administered within the Contract Lifecycle Management (CLM) system, in compliance with organizational policies, approvals, and governance requirements.

Working closely with Legal, Finance, SPU colleagues, Divisions, Vendors, Vendor Relationship Management (VRM), and the Data, Analytics & Technology team, the Contract Administrator ensures contract records are complete, compliant, and support effective vendor performance oversight and reporting.

What you’ll do

Contract Execution & Administration (60%)

• Review award documentation to confirm contract type, scope, value, and contractual dates prior to initiating contract setup and storage in the CLM system.
• Select the correct contract workflow (new contract, amendment, renewal, or extension) and validate that all required approvals are in place before processing.
• Create, update, and maintain contract records in the CLM system, ensuring contract metadata, milestones, values, key dates, and supporting documentation are complete and accurate.
• Route contracts for internal and external signatures, upload fully executed documents, and activate contract records only once all contractual and procedural requirements are met.
• Track upcoming contract expirations and coordinate with Divisions to confirm renewal intent or determine next steps in advance of key dates.
• Manage contract amendments, renewals, and extensions by initiating the appropriate workflows, validating scope and date changes with stakeholders, and ensuring all modifications are properly documented.
• Monitor contract compliance by reviewing deliverables and vendor performance obligations throughout the contract term.
• Close out contracts by confirming completion of deliverables with Divisions, attaching final documentation, and archiving contract records in accordance with internal procedures.

Stakeholder & Cross-Functional Collaboration (25%)

• Work closely with Legal to review proposed contract changes, confirm contractual clauses, and resolve non-standard terms as required.
• Communicate with Divisions to verify deliverables, service timelines, performance expectations, and updates throughout the contract lifecycle.
• Follow up with Vendors to obtain missing compliance documentation or to clarify discrepancies in submitted materials.
• Collaborate with Vendor Relationship Management (VRM) to share contract compliance results for integration into vendor performance reporting and scorecards.
• Partner with Sourcing Specialists to take over awarded contracts following negotiations and confirm final contract details for setup.

Oversight, Risk & Continuous Improvement (15%)

• Apply established naming conventions, version control standards, and contract checklists to ensure consistency, auditability, and compliance across all contract records.
• Use contract reporting provided by the Data, Analytics & Technology team (e.g., upcoming expirations, incomplete records, amendment volumes) to identify required follow-ups and confirm next steps with stakeholders.
• Monitor system alerts related to key contract milestones and proactively notify responsible teams to support timely action.
• Escalate recurring delays, compliance gaps, or system-related issues to the Supervisor and contribute recommendations for workflow, process, or template enhancements to improve efficiency and controls.

What you’ll need

• Post-secondary diploma or degree in Business Administration, Public Administration, Supply Chain, Contracts Management, or a related field.
• 3–5 years of experience in contract administration, contract lifecycle management, procurement operations, or a related administrative role in a public or broader public-sector environment.
• Hands-on experience administering post-award contracts, including amendments, renewals, extensions, and close-outs.
• Experience working with a Contract Lifecycle Management (CLM) system is preferred.
• Experience supporting public-sector procurement or regulated contracting environments is preferred
• Strong working knowledge of contract documentation, approvals, and compliance requirements.
• Proficiency with document management systems and Microsoft Office tools.

What’s next

Once you apply, we’ll review your resume and cover letter to determine if your skills and experience match the qualifications for the role. Only qualified candidates will be contacted to move forward in the hiring process. If you are contacted, the process will include one or more interviews and/or assessments and reference checks.

Candidates for unionized positions must score a minimum of 70% to pass any interview or assessment and be considered for the next stage of the recruitment process. Successful candidates will be determined based on score and where applicable, union seniority. Note: not all candidates who score 70% or higher will automatically proceed to the next stage of the recruitment process as this will be dependent on the number of candidates and number of available roles.