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Contract Administration Specialist

2 months ago

Toronto, Ontario, Canada Toronto Hydro Full time

The Contract Administration Specialist is responsible for providing high-quality and timely administrative support to multiple leaders and their teams within the Grid Maintenance department at Toronto Hydro. They are responsible for supporting leaders with the successful execution of processes and contractual transactions supporting program delivery and budgetary attainment.

Key Responsibilities:

  • Represent the department as the primary point of contact for internal and external inquiries, invoicing, information, and requests; Independently filter and respond to general inquiries and requests for information on behalf of the leader; Deliver presentations to and liaise with other leaders and professionals on processes and administrative initiatives.
  • Provide leaders with support for project management and preparation for their meetings.
  • Engage process stakeholders to ensure milestones are met and deliverables are completed in a timely manner with the required level of quality.
  • Administer monthly reporting, including project progress accruals, actual vs estimated variance analysis, and allocation of expenditures.
  • Support project initiation and close-out processes.
  • Manage records and perform other similar activities as required; Perform ad-hoc duties that are required for the effective and efficient administration of the team.
  • Assemble agendas, action logs, and pertinent documents to regularly update Management Systems; Maintain close working relationships with team members to proactively ensure department processes are effective.
  • Improve departmental processes and system enhancements to increase efficiency and effectiveness.
  • Coordinate and lead activities of other support staff, including temporary staff and student resources.

Requirements:

  • Bachelor's degree in Business Administration, Commerce, Economics, Finance, or a related field from an accredited University.
  • Three (3) or more years of experience in progressive administration at a medium to large organization with established processes.
  • Experience working with large ERP systems (SAP preferred).
  • Highly skilled in the use of software, including Microsoft Office programs (Word, PowerPoint, Excel, Visio, and electronic calendar/mail software).
  • Strong understanding of work flows and ability to learn and adapt to new software/applications (such as document management systems and collaboration tools).
  • Adaptable and flexible, with the ability to work in a fast-paced environment and resourceful with the ability to influence personnel to meet organizational goals.
  • Excellent interpersonal skills demonstrating professionalism, sound decision-making, and high-quality customer service.
  • Demonstrated accountability and self-motivation, creativity, resourcefulness, and the ability to solve problems independently.
  • Structured/organizational and analytical abilities.
  • Detailed Oriented, ensuring work is completed with minimal errors.
  • Strong communications skills (written and verbal).
  • Demonstrated ability to make decisions and exercise sound judgment in difficult situations; discretion and initiative when dealing with confidential information and/or responding to inquiries.

Toronto Hydro has introduced a Hybrid Work Arrangement, allowing for remote work up to three days per week, based on business needs. Employees will be required to come onsite on those days when they are involved in activities that they or their leader feel are better conducted in person. You are expected to live in Ontario and within reasonable commuting distance of the office.