Coordinator Contract Administration

2 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**: 44331

**Job Category**:Engineering & Technical

**Division & Section**:Economic Development & Culture, EDC Museum & Heritage Services

**Work Location**:55 John Street, Toronto

**Job Type & Duration**:Full-time, Permanent Vacancy

**Hourly Rate**:$39.14 - $42.88

**Shift Information**: Monday - Friday, 35 hours per week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 1

**Posting Period**: 13-Feb-2024 to 27-Feb-2024

**Major Responsibilities**:
Reporting to the Manager Capital Assets & Heritage Facilities Maintenance, the Coordinator, Contract Administration coordinates and assists in the tendering and administration of all design, construction and maintenance related contracts for various City divisions and its agencies.
- Coordinates the preparation of documents and specifications including REOIs, RFPs, RFQs and tenders for design/build, construction, maintenance and associated contracts for capital works projects and operations.
- Reviews and comments on documents related to City contracts prepared by outside consultants.
- Conducts review of tender documents and submissions to ensure conformance with City standards/requirements.
- Reviews project specifications for compliance with municipal policy and procedures, Standards and Guidelines for Conservation of Historic Places, the Ontario Heritage Act and designation by-laws.
- Liaises with Purchasing and Material Management Division, Social Development Finance and Administration and client divisions regarding the tendering, award and execution of contract documents.
- Executes contract documents in accordance with Legal Services and Purchasing and Material Management Division and established project milestones.
- Prepares Purchase Requisitions for submission to Purchasing and Material Management Division.
- Tracks and monitors all activities related to purchase orders (tracks and closes purchase orders, etc.)
- Provides support to Project Managers in relation to tender administration ensuring compliance to Municipal Policies & Procedures.
- Provides support to Supervisor Heritage Facilities Maintenance with RFQs through the RPGS system, Ariba based purchasing, maintenance and facility service contracts, and drafting of Legal agreements.
- Coordinates and provides full support for a roster of heritage contractors.
- Records all capital commitments for internal tracking purposes to ensure project delivery is on schedule, capital budget targets are being met, and all capital commitments a correctly recorded in SAP.
- Provides capital cost accounting, conducts statistical analysis and research; evaluates and tracks tender item cost and financial reports for capital projects and property maintenance.
- Prepares and processes payments for contractors, consultants and cost recoveries to third parties, payment certificates and holdback transmittals.
- Responsible for tracking, filing and maintaining of contract documents for legal and audit purposes.
- Assists the Manager, Cultural Assets in preparation of yearly capital budget by tracking annual capital project completion rates and budgets to be carried forward.
- Maintains and updates Building Condition Audit inventory for Capital Assets.
- Maintains and updates Designated Substance Survey inventory for Capital Assets.
- Coordinates all contract administration related activities with the unit support staff and other divisional staff.
- Responds to enquiries from vendors and staff, related to billings, payments, and Accounts Payable procedures.
- Prepares year-end liabilities and reconciles hold-back statements to be forwarded to EDC Finance.

**Key Qualifications**:

- Considerable experience with contract administration support including RFPs, RFQs, tenders and bid evaluations.
- Considerable experience with cost control including progress payments, project cost accounting and processing.
- Considerable experience with non-competitive procurement and other City of Toronto purchasing policies and procedures.
- Considerable experience with accounting software such as SAP, purchasing software such as Ariba.
- Considerable experience using MS Office Suite (i.e. Word, Excel, PowerPoint and Access).

**You must also have**:

- Knowledge of the City of Toronto tendering process, Capital Projects procurement and administration.
- Understanding of the Construction Lien Act as it applies to this position.
- Knowledge and ability to prepare reports, and payment certificates and to execute contracts
- Highly developed interpersonal skills with the ability to communicate at all organizational levels.
- Well developed written and oral communication skills.
- Sound judgement in public and personal relations.
- Demonstrated ability to work effectively with colleagues, provincial officials, consultants, solicitors and other internal and external clients.
- Ability to plan, prioritize, organize assignments and work with mínimal supervision.
- Knowledge of purchasing software such as Ariba would be

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