Service Contract Administrator

Systematix; Toronto; On-site; CAD 34,000 - 37,000; Full time

Job summary

Systematix is seeking a Service Contract Administrator to support the North American Aftermarket Sales team with administrative and contract management duties for a global Life Sciences and technology partner. The role requires handling quotations, renewals, orders, and related documentation, while coordinating with Legal, Accounting, HR, and other departments to ensure accuracy and compliance.

This is an onsite contract role in the Greater Toronto area with potential extended hours during

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Strong organizational and time management skills, with the ability to manage multiple tasks and competing priorities.
• Excellent attention to detail and a commitment to accuracy when handling contracts, customer information, and business transactions.
• Strong learning agility and the ability to quickly become proficient with new systems, processes, and procedures.
• Comfortable working with multiple business applications and technology platforms.
• Proficiency with Microsoft Office applications, including Excel, Word, Outlook, and Teams.
• Strong analytical and problem-solving skills, including the ability to resolve practical issues in situations where established procedures may be limited.
• Strong written and verbal communication skills.
• Excellent interpersonal and customer service skills, with the ability to collaborate effectively across departments.
• Ability to follow established processes while exercising sound judgment and initiative.
• Ability to work independently and as part of a collaborative team.
• Flexibility to support changing business demands and transaction deadlines, particularly during month-end, quarter-end, and year-end periods.

Responsibilities

• Provide administrative and operational support to the North American Service and Aftermarket Sales teams.
• Prepare and process customer quotations, service contract renewals, orders, and related documentation.
• Support the administration of service contracts, requests for proposals (RFPs), warranty conversions, and contract renewals.
• Process spare parts requests and support order booking activities.
• Review purchase orders, scopes of work, payment schedules, and contractual documents to ensure accuracy and completeness.
• Process contractual documentation in accordance with established procedures, service-level expectations, and company policies.
• Maintain accurate customer, contract, quotation, and order information across internal business systems.
• Monitor outstanding activities, follow up on required information, and help ensure customer commitments and deadlines are met.
• Collaborate with internal departments, including Legal, Accounting, Environmental Health & Safety, and Human Resources, to support contract drafting, review, and approval processes.
• Assist Sales and Customer Service teams in resolving administrative, contractual, and order-processing issues.
• Support month-end, quarter-end, and year-end transaction processing and closing activities.
• Identify discrepancies, elevate issues when appropriate, and contribute to timely resolution.
• Maintain organized records and documentation to support operational accuracy and compliance.
• Adapt to changing processes, systems, and business priorities while maintaining a high level of service and attention to detail.

Skills

Organizational skills

Time management

Attention to detail

Learning agility

Communication skills

Interpersonal skills

Analytical/problem-solving

Independence / self-motivation

Teamwork

Adaptability

Education

Bachelor’s degree or equivalent

Tools

Salesforce

Oracle ERP

Microsoft Office (Excel, Word, Outlook, Teams)

Job description

We are Systematix and we are currently looking for a Service Contract Administrator to provide administrative and contract management support to the North American Aftermarket Sales organization for one of our global Life Sciences and Technology partners.

ABOUT THE PROJECT

Our client is a global leader in life sciences and scientific instrumentation, providing innovative technologies and services that support laboratories, researchers, and scientific organizations around the world.
As part of the Service Contract Administration team, the Service Contract Administrator will support day-to-day activities related to service contracts, renewals, quotations, order processing, and customer commitments.
Working closely with Aftermarket Sales, Customer Service, and other internal departments, the successful candidate will help ensure contracts and transactions are processed accurately, efficiently, and in accordance with established procedures.
This is an excellent opportunity for an organized, detail-oriented, and technically adaptable individual looking to develop their career within a global organization.

ABOUT THE RESPONSIBILITIES

• Provide administrative and operational support to the North American Service and Aftermarket Sales teams.
• Prepare and process customer quotations, service contract renewals, orders, and related documentation.
• Support the administration of service contracts, requests for proposals (RFPs), warranty conversions, and contract renewals.
• Process spare parts requests and support order booking activities.
• Review purchase orders, scopes of work, payment schedules, and contractual documents to ensure accuracy and completeness.
• Process contractual documentation in accordance with established procedures, service-level expectations, and company policies.
• Maintain accurate customer, contract, quotation, and order information across internal business systems.
• Monitor outstanding activities, follow up on required information, and help ensure customer commitments and deadlines are met.
• Collaborate with internal departments, including Legal, Accounting, Environmental Health & Safety, and Human Resources, to support contract drafting, review, and approval processes.
• Assist Sales and Customer Service teams in resolving administrative, contractual, and order-processing issues.
• Support month-end, quarter-end, and year-end transaction processing and closing activities.
• Identify discrepancies, elevate issues when appropriate, and contribute to timely resolution.
• Maintain organized records and documentation to support operational accuracy and compliance.
• Adapt to changing processes, systems, and business priorities while maintaining a high level of service and attention to detail.

ABOUT THE REQUIREMENTS

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Strong organizational and time management skills, with the ability to manage multiple tasks and competing priorities.
• Excellent attention to detail and a commitment to accuracy when handling contracts, customer information, and business transactions.
• Strong learning agility and the ability to quickly become proficient with new systems, processes, and procedures.
• Comfortable working with multiple business applications and technology platforms.
• Proficiency with Microsoft Office applications, including Excel, Word, Outlook, and Teams.
• Strong analytical and problem-solving skills, including the ability to resolve practical issues in situations where established procedures may be limited.
• Strong written and verbal communication skills.
• Excellent interpersonal and customer service skills, with the ability to collaborate effectively across departments.
• Ability to follow established processes while exercising sound judgment and initiative.
• Ability to work independently and as part of a collaborative team.
• Flexibility to support changing business demands and transaction deadlines, particularly during month-end, quarter-end, and year-end periods.

PREFERRED QUALIFICATIONS

• Previous experience in contract administration, sales support, customer service, order processing, or a related administrative role.
• Experience with Salesforce or other Customer Relationship Management (CRM) platforms.
• Familiarity with Oracle 12 or other Enterprise Resource Planning (ERP/EBS) systems.
• Experience reviewing and interpreting service contracts, quotations, purchase orders, and related business documentation.
• Familiarity with contract renewals, warranty administration, or aftermarket service operations.
• Experience working in a large corporate or technology-focused environment.
• Exposure to life sciences, scientific instrumentation, healthcare, or related industries.

ABOUT THE ROLE

This is a contract opportunity beginning December 4, 2026, and running through November 21, 2027.
The position is 100% onsite, Monday through Friday, at our client’s facility located in north Toronto.
Candidates must be able to work onsite throughout the assignment and demonstrate flexibility to support business demands, including potential extended hours during month-end, quarter-end, and year-end processing. Occasional holiday work may also be required.
Compensation: CAD $25 – 27 per hour.

This is an entry-level opportunity suited to someone with strong administrative and organizational capabilities, an aptitude for learning new business systems, and an interest in developing experience in contract administration and sales operations.

AI DISCLOSURE

As part of our recruitment process, Systematix may use artificial intelligence (AI) tools to assist with resume screening, candidate matching, and recruitment administration. All hiring decisions are ultimately made by our recruitment and hiring teams.

ABOUT SYSTEMATIX

Systematix is a Canadian-owned Global Consulting and Resourcing firm with more than 50 years of experience delivering technology solutions to clients across North America and the United Kingdom. We provide the highest-caliber consulting solutions to a diverse client base across all levels of government and private industry.
Systematix is committed to creating a diverse, inclusive environment and is proud to be an equal opportunity employer. At Systematix, we value diverse perspectives, experiences, and backgrounds.

Systematix. Solutions Focused. People Driven.