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Contracts Administrator
3 months ago
Come Build Your Career at Aecon
As a Canadian leader in infrastructure development, Aecon is safely and sustainably building what matters for future generations to thrive We lead some of the most impactful infrastructure projects of our generation, at the forefront of transformational change in transportation and energy, and partnering every day to build, connect, power, and strengthen our communities.
At Aecon, you can count on:
- Safety Always. Our number one core value. If we can't do it safely, we don't do it at all.
- Integrity. We lead by example, with humility and courage.
- Accountability. We're passionate about delivering on our commitments.
- Inclusion. We provide equitable opportunities for everyone.
We lead the infrastructure industry with purpose, and our people are at the heart of everything we do. So, we invest in our people, just like they invest in us
At Aecon we:
- Ensure you and your family receive the services needed to support your mental, emotional, and physical well-being.
- Believe in helping you build your career through our Aecon University and Leadership Programs.
- Are committed to supporting and investing in inclusive work environments, through initiatives like Equity, Diversity & Inclusion training, our Aecon Women in Trades and Aecon Diversity in Trades programs, and our Employee Resource Groups (ERGs) to ensure we are building inclusion into every aspect of our culture at Aecon.
- Are a leader in sustainable construction. With a strong commitment to operating responsibly by minimizing our impact on the environment and surrounding communities.
Our business success relies on strong execution and continuous improvement – driven by the diversity, expertise and teamwork of our people. We're always searching the globe for innovative, collaborative minds to join our best-in-class Aecon community
What is the Opportunity?
As part of an alliance agreement, Aecon Nuclear has been awarded a contract with Ontario Power Generation to support the construction of Canada's first Small Modular Reactor on the SMR-X Project. Beginning in 2023 Aecon will support the validation phase, design, procurement, early site preparation and site mobilization scope for the Construction of the Unit 1 Small Modular Reactor at the Darlington site.
Reporting to the Commercial Manager, the Contracts Administrator will play a vital role in the commercial side of our multiyear mega project. Assisting the Commercial Manager in the preparation and review of commercial communications within our project team, contractors, and clients.
This role will be responsible for ensuring all information is accurate and concise prior to delivery. Preparation of Tools/Analysis in support of projects being pursued or executed by the Nuclear SBU. Conduct day to day contract administration for projects being pursued or executed by the Nuclear SBU, especially with respect to change management process in accordance with corporate policies.
What You'll Do Here:
- Review commercial agreements, including requests for quotation, requests for proposals, confidentiality agreements, pre-bid agreements, purchase orders, subcontracts, contracts, consortium agreements, joint venture agreements and, having regard for their practical application and inherent risks, make recommendations to operating staff during the estimating, pre-award, construction, and post construction phases.
- Work closely with the Project Manager and Project Team.
- Liaise with the subcontract formation team on commercial issues and coordinate handover of a completed subcontract package at the time of award.
- Draft or amend contracts and commercial agreements.
- Prepare project specific contract administration manuals.
- Creation of project specific contract administration tools, policies, and procedures.
- Generally, assist and support the Contracts Manager or a member of the Legal/Commercial group.
- Assist project staff with the interpretation and practical application of contract documents. As well as identification, documentation, and quantification of changes in the work and claims.
- Liaise with and provide guidance on contract matters to the Supervisor, other senior managers, and other team members.
- Facilitate payments to the sub-contractors, including processing and verifying the progress billings and back charges.
- Work with other teams on the project to prepare monthly accruals used to determine project percentage of completion and estimated final cost for financial reporting purposes.
- Timely review of cost reporting.
- Document significant events of the projects.
- Monitor and maintain project change order log.
- Responsible for ensuring the contracts team is aware of any due dates.
- Coordinate and prepare claims as required.
- Draft notice of change to client or any events requiring notice as required.
- Manage performance security for subcontractors (performance bonding, letters of credit and subcontractor parental guarantees).
- Complete financial review of the selected subcontractors prior to contract awards.
- Act as the main point of contact for all contract communication with the subcontractors.
- Coordinate meetings with the subcontractors as required.
- Coordinate subcontract deliverables of other functions (e.g. Construction, Project Controls, Finance, etc.)
- Meet with project team on site and provide commercial updates to the project team (Project Controls and Finance).
- Obtain the assistance of the appropriate Legal department, as required.
- Transmit documents across to the client as required.
- Asist with preparing reports with the Contract Manager.
- Set and measure vendors' KPI's and performance management (using score cards).
- Conduct quality control on all documents that are delivered to the client.
- Prepare finalized packages for management signature prior to transmittal.
- Update change order and commercial action log.
- Provide updates reflecting contract changes and commercial correspondence to support weekly and monthly project report.
- Assist in documenting and tracking all changes to commercial document templates and circulate to affected parties.
- Other duties as assigned.
What You Bring to the Table:
- Bachelor's degree or an educational background in Business Administration, Law, Communications, Paralegal, or Engineering, is required.
- Basic knowledge and understanding of legal documents, navigating contracts, and interpreting them.
- Basic knowledge of contract administration procedures.
- Experience in drafting and administering contracts.
- Working knowledge of Microsoft Office Products with advanced Word skills.
- Experience with SAP is considered an asset.
- Display sound judgement and leadership skills.
- Good interpersonal and analytical skills.
- Comfortable with 10-15% travel to other job sites or office locations.
- Proven ability to work in a fast-paced environment.
- Good planning and time management skills.
Aecon fosters diversity, inclusion and belonging within and across our organization. We welcome all to apply including, women, visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation or gender identity.
We are committed to adhering to the objectives and requirements outlined in the Accessible Canada Act (ACA), and to meeting the accessibility needs of persons with disabilities in a timely manner, through the implementation of the requirements of the ACA and its applicable regulations. If you require accommodation under the ACA during any step of the application process please click here.
