COORDINATOR CONTRACT ADMINISTRATION

City of Toronto; Northeastern Manitoulin and the Islands; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated professional to join their Corporate Real Estate Management team. This role involves overseeing capital projects, ensuring compliance with municipal standards, and managing contract administration. The successful candidate will leverage their expertise in cost control and contract management to facilitate the successful execution of various projects. With a commitment to inclusivity and accessibility, this organization values diverse perspectives and encourages applications from all qualified individuals. If you are looking to make a significant impact in a dynamic environment, this opportunity is for you.

Qualifications

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

Responsibilities

• Develops terms of reference for capital projects.
• Coordinates preparation of documents and specifications for tenders.
• Conducts reviews of tender documents for compliance.

Skills

Cost Control

Contract Administration

Accounting Software (SAP, Ariba)

MS Office Suite

Communication Skills

Interpersonal Skills

Organizational Skills

Tools

SAP

Project Tracking Portal

SharePoint

Adobe

Job description

• Job ID: 55454
• Job Category: Engineering & Technical
• Division & Section: Corporate Real Estate Management, FM Project Management Office
• 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

Considerable experience using MS Office Suite (i.e. Word, Excel, etc ), Adobe

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.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

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.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.