Contract Administrator

Hubstaff blog; Toronto; Remote; CAD 55,000 - 75,000; Full time

Job summary

A digital transformation company in Toronto is seeking a Procurement Specialist to identify contracting opportunities in Canada and internationally. The role involves managing vendor compliance and documentation while engaging in Indigenous and BIPOC partnerships. This position offers a remote working environment and opportunities for professional development in a collaborative culture.

Benefits

Professional development opportunities

Inclusive and collaborative workplace culture

Opportunity to work with a dynamic team

Remote working environment

Qualifications

• 2–4 years of experience in government procurement or RFP management.
• Proven ability to meet tight deadlines and manage multiple responses.
• Familiarity with Indigenous certification bodies is a plus.

Responsibilities

• Identify and qualify general-contracting opportunities.
• Manage vendor pre-qualification and RFP submissions.
• Develop and maintain evaluation matrices and opportunity pipelines.

Skills

Analytical skills

Problem-Solving

Logical reasoning

Administrative rigor

Education

Bachelor’s degree in Business Administration

Supply Chain Management

Project Management

Tools

MS Office (Word, Excel, PowerPoint)

Airtable

SharePoint

Asana

Job description

Foreign Venture Group (FVG) is a digital transformation company that helps companies scale quickly & cost effectively by leveraging technology and talent. Our expertise spans marketing, technology, and operational strategies that help businesses grow and scale efficiently. We are committed to fostering a collaborative and growth-oriented work environment for all employees.

Job Overview :

The successful candidate will identify and qualify general-contracting opportunities in Canada and internationally, initially focusing on Government-funded Training and employment, Indigenous & BIPOC Supplier Programs, and Facilities and maintenance Services while maintaining the flexibility to pursue additional sectors and geographies as FVG’s global footprint expands. The candidate will also manage vendor pre-qualification and documentation, ensuring timely, fully compliant RFP submissions.

Key Responsibilities

• Opportunity Identification & Tracking
• Monitor federal, provincial, and municipal procurement portals.
• Maintain an opportunity pipeline with submission deadlines, estimated contract values, and win-probability estimates.
• Develop and maintain a vendor evaluation matrix.
• Solicit, collect, and validate vendor documents; track expiry / renewal dates in a centralized repository (e.g., Airtable, SharePoint).
• Score and rank vendors to support rapid “GC” bids and bundled‐services proposals.
• RFP Analysis & Proposal Support
• Review RFPs / solicitation documents to identify key requirements, eligibility, and evaluation criteria.
• Assemble modular proposal templates (pricing sheets, KPIs, escalation protocols) tailored to each vertical.
• Partnership & Stakeholder Coordination
• Identify and engage Indigenous, Black, and other BIPOC-owned organizations for co-applicant or sub-contracting partnerships.
• Liaise with nonprofit or community partners for government-grant applications.
• Facilitate vendor kickoff meetings, ensuring clarity on deliverables, reporting, and quality-control processes.
• Compliance & Documentation Management
• Ensure all contracts and sub-contracts include appropriate insurance certificates, WCB / WSIB letters, NDAs, and other legal requirements.
• Maintain a document control system for quick audit and renewal cycle management.
• Track and report on submission status, award notifications, and contract renewals.
• Generate weekly / monthly dashboards on pipeline health, vendor compliance status, and proposal win rates.
• Recommend process improvements—tools, workflows, or templates to accelerate response times and improve win probability.

Qualifications :

• Bachelor’s degree in Business Administration, Supply Chain Management, Project Management, or related field.
• 2–4 years of experience in government procurement, RFP management, or vendor pre-qualification (ideally within training programs, diversity procurement, or facilities services). Proven track record of managing multiple RFP responses simultaneously and meeting tight deadlines.
• Familiarity with procurement portals
• Proficiency in MS Office (Word, Excel, PowerPoint) and / or proposals management tools (Airtable, SharePoint, Asana).
• Comfortable building evaluation matrices and basic dashboards.
• Strong logical reasoning and administrative rigor.
• Detail-oriented with a high degree of follow-through.
• Ability to liaise with diverse stakeholders (legal, finance, community partners).

Must Have :

• Technology Focus : A proactive approach to using technology as a primary tool for improving workflows and managing grants efficiently.
• Promptness and Responsiveness : Ability to quickly adapt to changing project scopes and deadlines while maintaining a positive attitude and work ethic.
• Problem-Solving : Strong analytical skills and a strategic mindset to identify challenges and develop workable solutions efficiently.
• Familiarity with Indigenous certification bodies (CCAB, CAMSC).
• Prior experience in facilities maintenance contracting (janitorial, landscaping, snow removal).
• Understanding of outcome-based training program design and reporting.
• Remote working environment
• Opportunity to work with a dynamic and passionate team.
• Professional development and growth opportunities.
• An inclusive and collaborative workplace culture.

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