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Administrative Coordinator

2 months ago

Victoria, British Columbia, Canada Capital Regional District Full time
Capital Regional District

Job Summary: We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. The successful candidate will be responsible for preparing, compiling, and tracking contract documents, ensuring compliance with contract administration procedures and corporate policies.

Key Responsibilities:

  • Coordinate contract documents and maintain them through their lifecycle, ensuring compliance with contract administration procedures and corporate policies.
  • Prepare, edit, and proofread contracts, agreements, and other legal documents to ensure accuracy and compliance.
  • Attend tender openings, record, and verify bid amounts.
  • Create and maintain accurate records and tracking processes for contract financial and administrative histories.
  • Prepare and process financial payments, ensuring proper authorization and documentation is received.
  • Track, monitor, and document project costs and project details.
  • Post and make arrangements for advertising contract tenders and other related legal notices.
  • Coordinate distribution of tender packages, ensuring agencies receive updated notifications and applicable materials.
  • Photocopy, maintain a log of tender packages distributed, and support the process for tender receipt and opening.
  • Support Project Managers by arranging meetings, receiving attendance confirmations, preparing and distributing agendas, and attending and recording minutes as required.
  • Assist in preparing and processing financial payments, as required.
  • Communicate with contractors or other agencies regarding contract administration, investigate, respond, or refer inquiries regarding contract transactions.
  • Prepare correspondence and memos.
  • Maintain records management systems and project files, including electronic files, for capital projects and administrative files.
  • Respond to enquiries from internal and external clients regarding division activities to ensure customer service standards are met.
  • Follow all policies, procedures, and standards of the Capital Regional District.
  • Perform other related duties as required.

Requirements:

  • High School Graduation
  • Post-secondary courses in a related discipline
  • A minimum of 3 years' directly related experience
  • An equivalent combination of education and experience