COORDINATOR CONTRACT ADMINISTRATION

City of Toronto; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a dedicated professional to oversee cost control and contract administration for capital projects. This role involves developing terms of reference, coordinating tender documents, and ensuring compliance with municipal standards. The ideal candidate will possess strong communication and organizational skills, with a solid understanding of the municipal procurement process. Join a forward-thinking organization committed to equity, diversity, and inclusion, where your contributions will directly impact the community and its development.

Qualifications

• Experience with cost control, project accounting, and processing invoices.
• Knowledge of municipal tendering and procurement processes.

Responsibilities

• Develops and maintains terms of reference for capital projects.
• Coordinates preparation of documents for tenders and contracts.

Skills

Cost Control

Contract Administration

Project Cost Accounting

Communication Skills

Interpersonal Skills

Organizational Skills

Tools

SAP

Project Tracking Portal

SharePoint

Ariba

Job description

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• Work Location: Metro Hall - 55 John Street, Toronto, M5V 3C6
• Job Type & Duration:Full-Time, 1 Permanent, 2 Temporary (12 months)
• Hourly Rate and Wage Grade: $39.14 - $42.88
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: L79 Full-time
• Number of Positions Open: 3
• Posting Period:08-May-2025 to 22-May-2025

Major Responsibilities:

• Develops and maintains "terms of Reference" for a wide variety of materials/equipment and testing of services related to capital projects.
• Coordinates the preparation of documents and specifications including REOI's, RFP's and tenders for design/build, construction and associated contracts for capital works projects
• Reviews and comments on contract documents prepared by outside consultants
• Conducts review of tender documents and submissions to ensure conformance with City standards/requirements
• Provides capital cost accounting, conduct statistical research, and evaluate and track tender item cost; prepare payment certificates and technical reports for the award of capital projects
• Represents the Section at Bid Committee meetings to ensure compliance with Departmental standards/requirements
• Executes scheduling and execution of contract documents and requisitions for the tendering of projects.
• Liaises with Purchasing Division regarding tenders and other supervisors and/or departments regarding the award and execution of contract documents.
• Arranges for bid depositories and compiles complete tender document including all specifications and drawings and stipulates requirement regarding insurance and bonding.
• Reviews engineering specifications for compliance with municipal policy, procedures and other tender documents specification sections.

Key Qualifications:

Your application must describe your qualifications as they relate to:

• Considerable experience with cost control including progress payments, project cost accounting and processing invoices/capital transmittals
• Considerable experience with contract administration support including REOI's, RFPs, RFQs, tenders and bid evaluations, contract awards and preparation and execution of contract agreements.
• Considerable experience with accounting software such as SAP , Project Tracking Portal, SharePoint, Ariba, etc

You must also have:

• Knowledge of the municipal tendering process and procurement process and by- laws.
• Knowledge and understanding of the Construction Act as it applies to this position, and of all applicable by-laws and Federal and Provincial Sales Tax Legislation.
• Knowledge of Canadian Construction Documents Committee (CCDC) standards and templates and familiarity of Legal Agreements used by the City of Toronto
• Well-developed written and oral communication skills with the ability to communicate at all organizational levels.
• Highly developed interpersonal skills.
• Ability to work effectively with colleagues, provincial officials, consultants, solicitors and other internal and external clients.
• Sound judgement in public and personal relations.
• Strong organizational skills.
• Ability to prepare reports for decision making purposes and/or review by senior management.
• Ability to prepare and maintain accurate documentation for all staff within the unit.
• Ability to plan, prioritize and organize assignments and work with minimal supervision.

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity .