Contract Administrator

4 weeks ago

Montreal, Quebec, Canada CN Full time
Job Summary

The Contract Administrator is responsible for providing support to the Design and Construction (D&C) and Public Works (PW) Engineering team related to contracts. The position oversees contracts, documents, and invoices related to D&C and PW projects. The role monitors and controls the flow of documentation and emails between CN, external companies, Engineering Designers, and future contractors, and ensures the accuracy of contractor submittals, such as work orders and invoices.

Main Responsibilities
  • Maintain the platform for document control and ensure seamless communication between teams.
  • Receive, distribute, track, and monitor incoming and outgoing drawings, specifications, and related documentation.
  • Create and maintain document tracking logs to ensure transparency and accountability.
  • Assist in daily activities associated with document management, including document retrieval, reprographic support, data entry, transmittal generation, document compilation, quality auditing of documentation, and report generation.
  • Maintain audit trails for all documents and ensure compliance with regulatory requirements.
  • Perform quality assurance on incoming documents and ensure they meet the required standards.
  • Process all invoices and ensure timely payment to contractors.
  • Review work orders, change orders, and communicate with suppliers to ensure smooth project execution.
  • Gather all items after review and send to various approvers for signatures.
  • Develop good receipts for projects and ensure accurate record-keeping.
  • Create and process all aspects of purchase orders, including holdbacks and overruns, in the appropriate system.
  • Process work orders and maintain a work sheet for all outstanding work orders requiring signatures.
  • Provide oversight on all Engineering D&C and PW contractor spending to ensure process and controls are working as intended.
Working Conditions

The role has standard work conditions in an office environment with a regular workweek from Monday to Friday. Due to the nature of the role, the incumbent must be able to meet tight deadlines, handle pressure, and stress.

Requirements
  • Document Control: Minimum 3 years of experience as a Document Control professional.
  • Experience in rail transportation or other infrastructure or constructions sector projects is an asset.
  • Education/Certification/Designation: High School Diploma or General Educational Development, College Diploma or Degree in Business, Information and Technology (I&T), Engineering, or a relevant discipline is required.
  • Competencies: Demonstrates agility and drives change, Communicates with impact, Applies critical thinking, Collaborates with others and shares information, Identifies needs and finds solutions to create value for all stakeholders.
  • Technical Skills/Knowledge: Understanding and proficiency using Microsoft Office (Word, Excel).

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