Contract Administration Specialist

2 weeks ago

Toronto, Ontario, Canada City of Toronto Full time
Job Summary

We are seeking a highly skilled Contract Administration Specialist to join our team at the City of Toronto. In this role, you will be responsible for coordinating and completing assigned sourcing events and associated activities.

Key Responsibilities
  • Develop and implement sourcing strategies in collaboration with the Purchasing & Materials Management Division (PMMD) Strategic Sourcing team.
  • Issue Request for Quotations, Request for Proposals, and Request for Information, Request for an Expression of Interest or Tenders with PMMD.
  • Utilize the City's automated purchasing systems and processes purchasing requirements.
  • Liaise with internal stakeholders, including PMMD, Legal Services, Accounting, and Finance, City Divisions and Agencies and various sections in CREM.
  • Engage and confer with external stakeholders, including Suppliers, Proponents and Prospective Proponents.
  • Administer contract transition activity as needed to onboard and off-board Suppliers and Contracts.
  • Track, file and maintain contract documents for operational, legal and audit purposes.
  • Prepare correspondence, reports and procurement documents.
  • Perform contract administration as needed and maintain contract compliance.
  • Prepare new contract packages and renewals and administer the contract execution and renewal process.
Requirements
  • Post-secondary education in a related field or an equivalent combination of education and experience.
  • Extensive experience with using MS Office Suite (i.e. Word, Excel spreadsheets and formulae).
  • Considerable experience with contract administration support, such as processing progress reports and payments related to RFPs, RFQs and tenders.
  • Considerable experience with processing, reconciliation of vendor invoices and tracking payments.
  • Considerable experience with purchasing and financial modules of ERP systems (such as SAP ECC and SAP ARIBA) and/or construction project management systems.
  • Experience with contract awards and preparation or execution of contract agreements.
Preferred Qualifications
  • Advanced knowledge of public procurement guidelines and requirements and experience in performing public procurement sourcing initiatives.
  • Knowledge of the City's Purchasing By-law, policies, and procedures. Specifically, Chapters 195 & 71.
  • Working knowledge of contract administration and contract terms.
  • Ability to draft well written and grammatically correct reports and with the ability to communicate at all organizational levels.
  • Ability to work with internal stakeholders to correlate and draft requirements for goods and services to be procured.
  • Ability to work independently as required.
  • Ability to plan, prioritize, organize assignments and work with minimal supervision.
  • Ability to work as a part of a team.
  • Highly developed interpersonal and conflict resolution skills.
  • Excellent analytical, problem-solving and negotiating skills.
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
Assets
  • A Certified Public Purchasing or Certified Professional Public Officer designation is an asset.
  • Experience with SharePoint and Power BI is an asset.

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