Contracts Assistant - Capital Works

City of Mississauga; Mississauga; Hybrid; CAD 60,000 - 81,000; Full time

Job summary

A municipal government is seeking a Contracts Assistant for its Capital Works Delivery Section in Mississauga. The ideal candidate will support the preparation and administration of construction contracts, monitor project expenditures, and provide project-specific information to stakeholders. This role requires strong organizational and interpersonal skills, a post-secondary education in a related field, and experience in contract maintenance within a municipal environment. The position offers a hybrid work model, with a competitive salary range.

Qualifications

• Must possess a post-secondary education in Business/Accounting or a related field.
• Experience with contract documents in a municipal environment is required.
• Proficiency in SAP and SharePoint is necessary.

Responsibilities

• Prepare and monitor construction contract documents from tender advertisement to completion.
• Assist in procurement processes and respond to tender inquiries.
• Track and process invoices related to Capital Works projects.

Skills

Attention to detail

Organizational skills

Mathematical skills

Interpersonal skills

Digital file management

Education

Post-secondary education in Business/Accounting or related field

3 to 5 years of experience in contract documents and procurement

Tools

Microsoft Office Suite

INFOR Public Sector application

SAP

SharePoint

Job description

Contracts Assistant - Capital Works

Req ID:27423
Vacancy Type: Permanent
Number of Positions:1
Closing Date:01/02/2026

Job Summary

Reporting to the Supervisor, Design and Contract Administration in the Capital Works Delivery Section, the successful candidate will provide support with the preparation and assembly of construction Contract Documents, monitoring project expenditures/recoveries and providing project specific information to internal and external customers.

If you enjoy working as part of a dynamic team, have the ability to accomplish contract preparation and contract maintenance tasks on time and have passion for customer service, we would love to meet you!!

Duties and Responsibilities

• Prepare and monitor construction contract documents from tender advertisement to contract completion in accordance with corporate standards and specifications and in collaboration with Contract Managers.
• Initiate Purchase Requisition Forms in the City's internal Procurement Centre to support procurement processes in coordination with the Contract Managers and Procurement Specialist.
• Assist Contract Managers to prepare responses to inquiries received during tender advertisement.
• Prepare Capital Works tender schedule in coordination with Contract Managers and circulate to key stakeholders.
• Create, post and update Capital Works Contract information on the City's internal and external platforms (SharePoint, City's website).
• Monitor and track purchase orders and blanket orders for the supply of goods and services.
• Review, verify and process invoices and progress payment certificates in collaboration with Contract Managers to ensure payment compliance with Contract requirements.
• Create drop downs for payment processing in the Systems applications and Products (SAP) application.
• Regularly review line by line items in SAP for all the assigned Capital Works Contracts and report any discrepancies.
• Using SAP, prepare, monitor and track recoverable work for Capital Works Projects in coordination with Contract Managers.
• Maintain budget information to ensure payments are accurate.
• Monitor remaining budget within contract allocations and keep Contract Managers updated on status.
• Maintain up to date documents and files related to payment backup information, budget and statistical data.
• Participate in the annual review of standard contract documents with other stakeholders including Procurement and Legal Services.
• Work with internal and external customers to answer questions from the public, internal or external stakeholders related with Capital Works projects, payments, contract administration.
• Track Capital Works Delivery project holdback releases.
• Assist in the preparation of Corporate Reports.
• Perform other Contract Assistant duties as outlined in City Policies and Contract Management Procedures.
• Actively participate on initiatives at the Sectional, Divisional and Departmental levels, including updating contract templates, standard operational procedures and identifying opportunities for improvements in coordination with the Supervisor, Design and Contract Administration and Capital Works Delivery Manager.
• Assist the Supervisor, Design and Contract Administration and Capital Works Delivery Manager on other related duties as assigned.

Skills and Qualifications

• Post-secondary education in Business/Accounting or related field is required.
• A minimum of 3 to 5 years of experience working with the preparation and administration of contract documents, procurement of goods and services and accounts payable/receivable processes in a municipal environment or an equivalent combination of education and experience.
• Working knowledge and experience with Microsoft Office suite including Word, Excel, Powerpoint, Visio, OneNote and the creation of accessible documents.
• Demonstrated ability to work with digital file management.
• Working knowledge of INFOR Public Sector application, SAP and Sharepoint.
• Excellent attention to detail, proven organizational and mathematical skills with the ability to manage multiple tasks on time.
• Ability to identify opportunities for process improvements and to collaborate with internal and external customers in a positive and collaborative environment.
• Demonstrated ability to effectively respond to inquiries from a diverse group of customers.
• Effective interpersonal skills to communicate effectively with all levels of staff, general public, contractors, engineering consultants and elected officials.
• Demonstrated ability to effectively work independently and cooperatively in a multi-disciplinary team environment.
• Have a valid Ontario Class G driver's license and the ability to travel between various sites and facilities located across the City of Mississauga.

Hourly Rate/Salary:$ 60,710.00 - $ 80,950.00
Hours of Work:35
Work Location:Civic Centre - 300 City Centre Drive, Mississauga

Work Model: This role follows a hybrid work model, requiring employees to be onsite in the office 3 days per week and allowing remote work for the remaining days. Specific in-office days may be set by the team or department to support collaboration and business needs.
Department/Division/Section:T&W/Transportation&Works Dept,T&W/Infrast Planning & Eng Serv Div,Capital Works Delivery
Non-Union/Union: Non Union

The City of Mississauga may use artificial intelligence (AI) technology in sourcing candidates for some positions, however, it is not being used for screening, assessing, or selecting candidates.

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can alsocheck your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion
The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.
Learn more about the City’s commitment to Equity, Diversity and Inclusion.

Accommodations
The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.
If selected to participate in the recruitment, selection and/or assessment process, please complete the following Accommodation Request Form and have it emailed to [e-mail] citing the Job ID and Job Title.This will inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.