Contract Administrator

Overview

We are currently requesting resumes for the following position : Contract Administrator

Resume Due Date : Thursday July 17, 2025

Job ID : 25-085

Number of Vacancies : 2

Level : MP4

Duration : 7 Months

Hours : 35 Hours per week

Location : 889 Brock Road, Pickering

Work Mode : 100% onsite

Job Overview

This role involves logistical and vendor coordination and contracts management.

Responsibilities

• Coordinate a multi-functional work force in the execution of a project. Evaluate the requirements to accomplish the specific phases and sequences of work, and determine the most efficient and practical means, the equipment and materials required, and the appropriate work force necessary to complete the job.
• Plan, coordinate and monitor construction work and provide required explanations regarding responsibilities, installations, equipment utilization and guidance on specific processes to be used.
• Make recommendations regarding staffing requirements to execute the project work. Ensure that the trades work assignment and trades agreements are being followed at site. Manage work site performance issues, site and corporate policies, work accommodations and code of conduct concerns as required.
• Support and advise the Project Lead in managing the budget for the project site, including items for the capital construction program. Review and control expenditures and costs incurred by the projects and explain variances, including the provision of estimates and cost monitoring.
• Accommodate any normal or unforeseen problems that arise, such as those associated with material issues, field design changes, resource shortages, barriers to work area access, technical problems and / or inclement weather. Investigate reasons and provide explanations / reports on variances from cost control objectives.
• Assist Project Lead and / or Manager Construction in various tasks associated with contract management including : Providing daily field oversight of the contractor and contractors work with respect to safety, quality, schedule and cost aspects and maintaining daily logs of progress, issues, incidents, etc; Ensuring necessary training and qualifications have been met; Maintaining records for contractor’s equipment safety certificates and ensuring contracts keep proper logs; Carry out pre-job briefings as required and provide oversight to ensure staff is conversant with all procedures, safety and work aspects, expected cost objectives, production targets, availability of equipment and tools, starting and completion dates.
• Ensure that work performed by staff meets drawing, specification and procedural requirements, and is carried out safely.; Monitoring and validating progress of work in the field (earned value); Support as requested wrench time studies, self assessments, benchmarking, corrective action plans including investigations; Liaise directly with plant / station staff, other Construction Supervisors, Contractors, regulatory agency staff, project management and engineering staff and other stakeholders to coordinate work, minimize conflicts, and resolve issues in the field.
• As required direct activities concerned with field construction contracts for installation of equipment, materials, products or services. Examine performance requirements, delivery schedules and estimates of costs of labour, material, equipment and production to ensure completeness and accuracy. Prepare requests for proposal (RFP), specifications, test and progress reports and other exhibits that may be required. Participate in the RFP submission evaluation team. Assist in approval of amendments to / or extensions of contracts.
• Advise support departments of contractual rights and obligations. Compile data for preparing estimates as required. Lead integration activities in construction readiness, constructability reviews, site logistics and event reporting.
• Monitor daily, weekly and monthly schedule dates, costs and workload demands, layouts, lead time, resources, work to be done in shops, task assignments by shift, drawings and specifications, materials and access to work areas.
• Determine the best course of action to follow, and prepare input to plans based on the above considerations and on other aspects, such as an understanding of drawings, work methods and practices for all disciplines as they pertain to various stages of the assigned tasks. Attend planning, scheduling, costing and other meetings on matters dealing with assigned areas of accountability for the development of schedules and estimates with the planning and control function.
• Keep Manager and staff informed of all information required to facilitate job coordination, work plans, etc. Communicate regularly with staff relative to priorities such as safety and quality. Notify Manager where schedule dates may change.
• Manage the day to day administration of field installation contracts within a technically challenging field / work environment. Facilitate the coordination of Payment to the contractors, via Timesheet / lnvoice review and approvals. Document and seek approvals in a timely manner for changes in; Scope, Schedule, Costs, as well as, Terms and Conditions.
• Monitor project schedule dates, costs, and resource demands. Recommend the best course of action to follow, and provide input to plans based on the above considerations and on other aspects, such as an understanding of drawings, work methods and practices for all disciplines as they pertain to various stages of the assigned tasks. Attend planning, scheduling, costing and other meetings on matters dealing with assigned areas of accountability for the development of schedules and estimates with the planning and control function. Keep Project Lead / Manager, Construction and staff informed of all information required to facilitate job coordination, work plans, etc. Communicate regularly with staff relative to priorities such as safety and quality. Notify Project Lead / Manager, Construction where schedule impacts may cause delays.
• Coordinate the close out of Contracts as required with Contract management governance.
• Be familiar with building trade union contracts, including the CPAA and jurisdictional disputes that could impact the project.
• Coordinate the work efforts of trades work forces and / or various contractors to ensure an uninterrupted work flow. Facilitate changes to contractors’ schedules as required, because of unforeseen circumstances, and whereby such changes can facilitate other construction activities. Ensure that safety, environmental, quality, production and schedules are beino achieved. Ensure that systems are in place to manage project site safety and environmental (e.g. Site Safety Plan, JHSC, Safe Work Plan process, pre- job briefings, tailboard meetings, etc.).
• Participate in the development of and manage the project site safety plan in accordance with all our client’s policies and procedures and OHSA regulations. Promote safe working practices and conditions. Conduct and / or arrange to have safety meetings and job safety analysis conducted. Observe safety violations and / or be made aware of violations, and take necessary steps to eliminate such conditions. Make recommendations or changes as required
• Participate in the development of and manage the project site environmental plan to ensure compliance with our client’s policies and procedures, applicable legislation and project Environmental Requirements. Make recommendations as required.
• Plan and administer site facilities and services such as offices, warehouses, storage areas, fabrication shops, equipment, tools, etc. required to support on-site construction activities by both our client and contractor work forces.
• As directed and in accordance with established procedures, carry out local purchasing as required to support the work programs. Verify invoices and other charges for payment. Initiate charges and invoices to other locations of our client.
• Ensure that all appropriate site records of both direct-hire trades and contractor work activities are prepared and maintained. Where necessary, participate in resolution of disputes regarding contract claims, extras and warranty problems.
• Be knowledgeable of quality / control requirements and the regulatory codes and standards applicable to the work (e.g. in Nuclear Pressure Boundary Work) and used in the preparation of quality control procedures for Managers approval.
• Release equipment and systems for installation and ensure that all changes are controlled. Must identify non-conformance, initiate and / or negotiate corrective action for the defective items and record disposition. Implement and ensure compliance to quality control procedures. Review and approve verification records. Review and recommend changes for approval of contractor quality program. Participate in quality audits.
• Conduct or assist in department self-assessments and process improvement, root cause analysis as required by your Manager.

Qualifications

EDUCATION

EXPERIENCE

Our client is dedicated to promoting employment equity and encourages applications from equity-seeking communities including but not limited to : Indigenous Peoples, racialized individuals, persons with disabilities, and women. Our client aims to build a diverse team that reflects the communities it serves, enhancing its ability to meet their needs. We are committed to an inclusive and accessible work environment and invites all qualified individuals to apply, offering accommodations during the application, interview and onboarding process as needed. This effort supports our client’s long-term strategy for equity, diversity, and inclusion.

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