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Contract Administration Specialist

2 months ago

Kitchener, Ontario, Canada University of Waterloo Full time

Overview

The Contract Administration Specialist plays a vital role in supporting design, construction, and infrastructure projects at the University of Waterloo. This position ensures smooth project execution by managing financial workflows, processing documentation, and fostering strong relationships with internal and external stakeholders.

Responsibilities
  • Project Lifecycle Administration
    • Create and maintain comprehensive electronic work request files for design & construction and infrastructure projects, ensuring all necessary documentation is readily accessible.
    • Coordinate approvals by routing documents to the appropriate personnel and maintaining a meticulous audit trail of project-related records.
    • Process and meticulously review bid and contract documents, verifying accuracy and completeness of contract information.
    • Monitor the status of numerous work requests, proactively identifying potential updates or changes required.
    • Review and ensure the accuracy of project status information for client-facing online Design Work Request Status reporting tools.
  • Financial Administration
    • Conduct initial reviews to assess potential capitalization requirements for each project, collaborating with Finance & Budgets when necessary to ensure accurate accounting from the outset.
    • Request new Unit4 work orders by providing detailed accounting information and relevant project details to the Finance department.
    • Process, reconcile, and manage all project payments, ensuring accuracy of GL account numbers, work order IDs, funds, activities, and budget availability.
    • Coordinate with stakeholders to obtain necessary approvals for payments, adhering to established financial procedures.
  • Stakeholder Management
    • Build and maintain strong relationships with internal departments, contractors, vendors, and clients involved in project execution.
    • Communicate effectively with stakeholders, providing timely updates on project progress, financial status, and any potential issues or concerns.
Qualifications
  • A post-secondary degree (preferably in business administration or a related field) is preferred. An equivalent combination of education and experience may be considered.
  • Minimum 2 years of relevant experience in an operational or administrative role, with a demonstrated interest in project coordination.
  • Exceptional attention to detail and the ability to maintain accuracy in a fast-paced environment with frequent interruptions.
  • Strong customer service skills, exhibiting professionalism and courtesy in all interactions.
  • Proven ability to work both independently and collaboratively as part of a team.
  • Excellent communication (verbal and written), organizational, and interpersonal skills are essential.
  • Proficiency in Microsoft Office Suite is required. Knowledge of Microsoft Access is an asset.