Project Contracts Administrator

Responsibilities

Performs a variety of duties to support services within the project team, including the “request for” (RFx) process, awarding of contracts, contract execution, and project co-ordination.

1. This role is responsible for the comprehensive and timely administration of all project related contract documentation and information, including:

• To monitor compliance with construction contracts by both the Contractors and the Owner, and to advise both the TG Project Director (“PD”) and the TG Project Managers (“PM’s”) of status of contract compliance and non-compliance issues;
  • Processing of submittals, including receipt, review of, and appropriate management of actions on submittals required by the Contract Documents.
  • Documentation of submittals and actioning required, and subsequent tracking of required actions by project team members.
  • Direct the development and maintenance contract files.
  • Related communications to the project team

2. To review for compliance and management of each contract’s flow of contractual documentation and to advise the PD and PM’s of the progress and quality of the work and conformance with the Contract Documents.

• Contract Cost Accounting related services consisting of:
  • Maintenance of records of payments on account
  • Evaluation of applications for payment
  • Review and evaluation of expense data submitted by the Contractor(s) for Work performed under cost-plus-fee arrangements.

3. Maintains a supplier and reference information system by:

• Recording and supplementing information collected by Buyers, including:
  • researching new suppliers through various sources;
  • requesting documentary confirmation of WCB coverage, technical qualifications, insurance coverage, business incorporation, etc.;
  • updating contact information
  • Initiating the vendor creation process in the requisition tracking system (RTS) and SAP to support the sourcing and invoicing process.

4. Supports the RFx and contract cycle by:

• Maintaining an electronic scope-of-work reference library;
• Liaising with the Legal department to ensure the RFx package is accurate and ready for the commercial tender process.
• Receiving and holding bids until bid closing, ensuring compliance with the commercial and legal process.
• Providing assistance in tabulating bid responses.
• Sending out advice letters and distributing award documentation.
• Entering SAP requisitions and facilitating the creation of SAP purchase orders/contracts for client usage.
• Maintaining the internal website to communicate up-to-date contract information.
• Responding to clients’ requests for documents.
• Supporting the contract dispute process through information-gathering and assistance with problem analysis.
• Maintaining non-compliant invoices related to services. Gathering additional information and feedback from end-users to support contract amendments or create contracts where none exist.
• Generating contract renewal letters at the Buyer’s request, simple SAP purchase order extension updates, and Change Order distribution and sign-off documents

5. Provides project services such as:

• Attending progress review meetings. Providing project status (materials) updates to project managers and/or engineers as requested.
• Providing a central point of contact for project material requirements by maintaining spreadsheets to support data entry, status reporting and change control.
• Entering SAP reservations and requisitions for project materials. Advising Project Managers and Buyers about material availability.
• Creating and/or changing purchase order information as directed by Buyers.
• Expediting project and inventory materials to meet construction schedules. Reporting discrepant issues to Project Managers and Buyers.
• Entering goods receipts against project purchase orders.
• Maintaining project administrative files and filing systems. Ensuring project files are complete.

6. Management of all contract documentation filing

• Manage development of the Internal Monthly and BCUC Quarterly Reports.
  • Source the information from within the project team
  • Schedule timing of production of the reports
  • Compile the report for PD and PM’s review and approval
• Preparation of project specific presentations including gathering appropriate information
• Direction of photo history documentation
• Liaison with TGVI project team members in general support of the project.

7. Performs general administrative functions such as:

• Responding to simple queries regarding status of purchase requisitions, purchase orders.
• Assisting internal clients with using the automated system.
• Photocopying and filing.

8. Performs other related duties of a minor nature which do not affect the value of the job.

Requirements

• Completion of Grade Twelve (12) level education. Completion of introductory courses in Purchasing and Legal administration from a recognized educational institution is an asset.
• A minimum of two (2) years of experience in a computerized purchasing environment. Must be conversant with SAP transactions and inquiries in the material management modules or equivalent.
• Sound working knowledge of Microsoft Office, Excel, and Word. Familiarity with PowerPoint and Visio applications. Proficient in use of Internet Explorer and internet research skills. Sixty (60) w.p.m. keyboarding speed with minimal errors.
• Highly-developed English language skills. Ability to proofread legal documents and compose correspondence coherently, without spelling or grammatical errors.
• Sound knowledge of basic office procedures, office equipment (e.g. fax machines, photocopiers, computers), and office systems (e.g. mail and communications systems).
• Ability to work under pressure, prioritize, problem-solve, and manage high volumes of work within specific deadlines.
• Ability to focus and concentrate on details for long periods of time while maintaining accuracy.
• Ability to perform with minimum supervision and be responsible. Must be tactful, discrete and respectful of confidential information. Must conduct self with peers, suppliers, and customers in a courteous and professional manner.
• Must be a strong participant in a team environment.