Contract Administrator

2 weeks ago

Montreal, Quebec, Canada CN Full time

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

Main Responsibilities

Maintain the platform for document control

Receive, distribute, track, and monitor incoming and outgoing drawings, specifications, and related documentation

Create and maintain document tracking logs

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

Perform quality assurance on incoming documents

Process all invoices

Review work orders, change orders, and communicate with suppliers

Gather all items after review and send to various approvers for signatures

Develop good receipts for projects

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

Experience

Document Control

Minimum 3 years of experience as a Document Control professional

o Experience in rail transportation or other infrastructure or construction sector projects

Any experience in these areas would be considered 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

Any designation in these areas would be considered an asset

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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