Coordinator Contract Administration

3 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**: 34609

**Job Category**:Engineering & Technical

**Division & Section**:Toronto Water, TW Distribution & Collection

**Work Location**:Disco Yard, 150 Disco Road, Toronto

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

**Hourly Rate and Wage Grade**:$38.37 - $42.03

**Shift Information**: Mon - Fri, 35 hours per week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 1

**Posting Period**: 31-JAN-2023 to 13-FEB-2023

Reporting to the Supervisor, Contracts Tenders and Payments, the Coordinator, Contract Administration, coordinates and assists in the tendering, awarding, execution and financial administration of construction related contracts and agreements for Toronto Water, Operations Contract Services.

**Major Responsibilities**:

- Coordinates the preparation of documents and specifications including RFSQ, RFQ and RFT for capital and operational projects.
- Provides support to Project Managers in relation to construction contract administration by reviewing documents to ensure compliance to Municipal and Provincial Policies & Procedures.
- Reviews tender documents and submissions to ensure conformance with City standards/requirements.
- Prepares documents and coordinates the complete contract award process for submission to Purchasing & Materials Management Division.
- Prepares and coordinates the complete execution of legal documents for construction related contracts.
- Provides capital cost accounting, conducts statistical analysis and research; evaluates and tracks tender item costs.
- Prepares payment certificates for contracts.
- Tracks and monitors contract insurance and bonding submissions.
- Prepares Purchase Requisitions and Purchase Order Amendments and coordinates with Purchasing & Materials Management Division for processing.
- Coordinates contract administration related activities with unit support staff and other divisional staff.
- Corresponds with various vendors to monitor contract milestones.
- Tracks and monitors all activities related to Divisional Purchase Orders (POs/DPOs/CROs).
- Tracks, files and maintains contract documents.

**Key Qualifications**:

- Considerable experience with contract administration support such as processing of tenders, bid evaluations, contract awards and agreements.
- Experience in processing invoices and payments for construction contracts.
- Experience with accounting software (e.g., SAP, Project Tracking Portal (PTP), etc.).
- Experience using computer software including MS Office Suite (i.e. Word, Excel, Outlook etc.).

**You must also have**:

- Knowledge of procurement process including requests for Tender (RFT), Requests for Quotation (RFQ), Requests for Proposals (RFP), Requests for Supplier Qualification (RFSQ).
- Understanding of the Construction Act and By-laws as it relates to this position.
- Ability to prepare reports, make accurate calculations with attention to detail.
- Highly developed interpersonal skills.
- Well-developed written and oral communication skills.
- Ability to work effectively with colleagues, consultants, solicitors and other internal and external clients.
- Ability to plan, prioritize, organize assignments and work with mínimal supervision.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

**NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES**:
**Internal** Job Posting Portal.

**Equity, Diversity and Inclusion**

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

**Accommodation**

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the

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