Contracts & Tender Coordinator

Hamilton Insurance Group, Ltd.; Hamilton; On-site; CAD 60,000 - 80,000; Full time

Job summary

City of Hamilton is seeking a Contracts Coordinator to support the Project Management Office. You will coordinate procurement documents, ensure compliance with policies, and assist in contract administration through to completion.

The role involves liaising with multiple groups, preparing and tracking admin for contracts, and maintaining schedules and filing systems. The position emphasizes strong organizational skills, attention to detail, and effective communication to manage tenders,

Qualifications

• Demonstrated ability to coordinate and communicate effectively.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication.

Responsibilities

• Coordinate procurement documents for RFPQ, RFP, RFT and RFQ, ensuring Procurement Policies are followed.
• Review submissions for compliance, forward for approval and track as required.
• Liaise with internal and external groups through the one-window approach (Procurement, Risk, Legal, Finance, consultants, contractors).
• Create, review and track administrative activities for contracts (change orders, addenda, POs, bid submissions, awards).
• Review contracts to ensure documents (bonds, insurance, WSIB) are received.
• Maintain central filing system and project schedules.
• Lead process improvements for administration, templates, and forms.
• Manage project tracking and produce activity summaries and updates.
• Prepare project charters, tender/proposal forms and project completion updates.
• Review contract documents from staff and consultants and provide comments.
• Review engineering drawings and tender specifications.
• Update contract templates and project management manuals.
• Research and recommend City specifications and policies.
• Input and retrieve contract data and respond to inquiries.
• Train staff and students as required.
• Schedule site meetings and tender windows; coordinate advertising dates.
• Represent the Division on contract documentation and scheduling committees.

Job description

City of Hamilton is seeking a Contracts Coordinator to support the Project Management Office. You will coordinate procurement documents, ensure compliance with policies, and assist in contract administration through to completion.

The role involves liaising with multiple groups, preparing and tracking admin for contracts, and maintaining schedules and filing systems. The position emphasizes strong organizational skills, attention to detail, and effective communication to manage tenders,