Contract Administrator

Job Summary

Reporting to the Supervisor, Program Support, within the Engineering Management Office of the Engineering, Construction and Transportation Management Division, the Contract Administrator will play a vital role in supporting the successful delivery of services by preparing, reviewing, and administering Halton region’s Service Contracts and Outline Agreements. This includes ensuring adherence to contractual obligations, corporate standards, and applicable policies.

We are seeking a detail-oriented and proactive professional to manage service contracts that support engineering, construction, and transportation projects and operations. Halton Region maintains a portfolio of contracts for construction supplies, construction support services, road maintenance and restorations. The role is essential for ensuring contractual compliance, optimizing vendor relationships, and supporting project delivery through effective contract lifecycle management. The Contract Administrator will also be responsible for developing standard specifications for construction contracts, consultant Request for Proposals (RFPs), and Request for Quote (RFQ) to support the delivery of infrastructure capital projects.

Duties & Responsibilities

Services Contract Development & Administration:

• Draft, review, and administer service contracts and outline agreements.
• Translate business needs into contract specification in collaboration with Service Area representatives. 
• Ensure service contracts are executed on time and maintained throughout their lifecycle.
• Act as main point of accountability for contract performance, administration and resolution of contractual matters
• Ensures requirements of all permits, approvals, agreements are being complied with 
• Review invoices received from vendors, ensure work is validated by service area representatives and initiate payment process.
• Drive continuous improvement in service contracts by implementing lesson learned.
• Prepares and manages all documentation related to contract changes and conducts analysis of vendor's submissions for changes and claims. Monitors the implementation of all approved contract changes. 
• Prepares reports on contractor's performance and maintain contract files.

Construction Contracts Development:

• Develop, prepare, review, and interpret construction contracts across all phases of capital projects, ensuring alignment with general construction best practices and document completeness.
• Maintain, revise, and update standard contract templates and Request for Proposal (RFP) documents to reflect current policies, legal requirements, and industry standards.
• Provide expert guidance on contract administration, supporting successful capital project delivery and compliance with procurement and legal frameworks.
• Lead the coordination of program-level claims, facilitating resolution through collaboration with internal stakeholders 

Procurement & Vendor Coordination:

• Collaborate with procurement teams to support Request For Proposals, Request For Quotations, and tendering processes for service contracts.
• Liaise with vendors and service providers to ensure timely delivery and compliance with service contract terms.

Duties & Responsibilities (Cont'd)

Compliance & Risk Management:

• Monitor service contract performance and ensure adherence to legal, regulatory, and safety standards.
• Identify and mitigate contractual risks and escalate issues as needed.

Documentation & Reporting:

• Maintain organized records of contracts, amendments, and correspondence.
• Prepare regular reports on contract status, performance metrics, and financial tracking.
• Conduct unit cost analysis, maintain unit cost data base and provide cost estimation for capital projects budget.
• Compile lessons learned for future improvements in service contract and service delivery.

Stakeholder Engagement:

• Work closely with engineering, construction, and transportation teams to align service contract deliverables with operational needs.
• Support internal audits and respond to inquiries related to contract administration.
• Performs other duties, as assigned.

Skills & Qualifications

Essential

• Post-secondary education in Contract Management, Engineering, or a related field.
• Minimum (3) three years of relevant experience in a contract administration role, preferably in public infrastructure or transportation sectors and/or Engineering / Construction environment.
• Strong understanding of procurement processes, contract law, and project management principles.
• Experience in Microsoft Office software, Word, Excel, PowerPoint, etc.
• Excellent analytical, problem solving, organization and time management skills.
• Excellent interpersonal skills with the ability to form and maintain strong relationships with internal and external stakeholders and customers.
• Excellent communication, facilitation, negotiation, and conflict management skills.
• Willingness to learn and keep updated with new/changing legislations, standards, and regulatory processes.

Preferred

• Certified Construction Contract Administrator (CCCA) designation.
• Knowledge of Ontario Provincial Standards, Contract Law, Canadian Construction Documents Committee documents (CCDC), the Construction Act, Occupational Health and Safety Act, Environmental Assessment Act and the Professional Engineers Act, Contract Documents, specifications and drawings, and legal statutes and proceedings.
• Technical understanding of planning, design, construction and commissioning of road, water and wastewater infrastructure, including best practices and evolving technologies and methods.

Working/ Employment Conditions

Working Conditions

• Limited travel may be required; incumbent must provide their own transportation.  

Employment Conditions

• Current (obtained within the past six (6) months), original and acceptable Criminal Records Check, by the first day of employment.
• The incumbent will be required to provide a copy of their driver’s license by their first day of employment.