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Contract Administrator

1 month ago

Toronto, Ontario, Canada Mace Full time

At Mace, we are seeking a skilled Contract Administrator to join our team. As a key member of our consult business, you will play a crucial role in unlocking the potential of every project.

Safety First

  • You will be an advocate of Mace's value of safety first, leading and maintaining exceptional safety, quality, cost, programme, sustainability, and project compliance standards.
  • You will possess knowledge of local health and safety rules and regulations relevant to project portfolios.
  • You will promote a diverse and inclusive working environment, understanding the importance of the wellbeing of the people you manage.

Client Focus

  • You will work as part of the construction delivery team, taking direction from the project senior leadership team and other construction managers.
  • You will build relationships with stakeholders, both internally and externally.
  • You will build a strong working relationship with your clients, supporting the construction lead in turning the client's vision into a deliverable onsite plan.
  • Budget planning, forecasting, and cost management.
  • Overseeing all aspects of contract administration, including payment certification, cost reporting, change management, and reporting on progress.
  • Checking timesheet records and invoicing from the DevCo.
  • Preparing periodic invoice and reconciliation reports, tracking data such as staff, labour, materials, and indirect costs.
  • Ensuring accuracy of all costs (baseline, forecast, commitment, and incurred) are being captured, verified, and reported.
  • Identifying leading indicators/trends for accurate forecasting.
  • Preparing graphs, diagrams, and other exhibits to illustrate cost status and forecast requirements for the project team.
  • Assisting during audits.
  • Participating in service definition work planning (and ASP) drawing upon the functional teams in project controls, production, interface management, field services, quality, and safety.
  • Responsible for analysing and validating the RACI matrix for the project as it pertains to commercial issues.
  • Managing prompt preparation and settlement of final accounts across the task activities, subcontractors, design firms, and wider supply chain.
  • Champion of continuous improvement, utilizing lean manufacturing tools, specifically pertaining to changeover, efficiency, and costing.
  • Identifying, managing, reducing, and driving out unnecessary costs and inefficient activities.
  • Monitoring resources and costs to ensure that the project meets and/or exceeds its targets.
  • Establishing and maintaining accurate and robust reporting structures and monitoring resources and costs to ensure the project meets and/or exceeds targets.
  • Providing substantial input to performance measurement systems, KRA/KPIs, implementing long-term improvement processes, and monitoring for results.
  • Participating in key decision-making, risk analysis, and assessments.
  • Ensuring sustainability is at the heart of program processes and decision-making to ensure the right decisions are made now and for the future.
  • Helping identify value engineering savings within the project designs and construction methods designs.
  • Facilitating a project environment that is collaborative, inclusive, diverse, and celebrates our differences.
  • Creating a high-performing culture open to constructive challenge, seeking continual improvement, and implementing lessons identified from past experience.
  • Training and development, mentoring of junior staff.
  • The role will be responsible for initiating and leading tasks and processes, taking responsibility and being accountable, where relevant for the work and roles of others, whilst exercising broad autonomy and judgement within broad parameters in their area of responsibility.
  • Responsible to the lead administrator or commercial manager for relevant commercial/contract administration/cost aspects of the project.
  • Ensuring that the CA's/DP's commercial position is protected using in-depth understanding and experience of contractual, commercial, contract administration, and cost processes.
  • Some responsibility for effective client relationship management to encourage smooth commercial and contract administration progression of the contract.
  • Some responsibility for effective DevCo relationship management to encourage smooth, collaborative commercial and contract administration progression on the contract.
  • Providing liaison with the CA, DP staff, audit team, and DevCo.
  • Expected to help manage and provide development and support to the other commercial/contract administration team members.
  • Responsible for planning and managing own work and helping that of other commercial/contract administration team members.
  • Demonstrating and maintaining a high level of integrity, commercial, and technical knowledge and working closely with the CA, DP team, and the DevCo to develop techniques and solutions to meet business and customer needs.
  • Understanding the impact of commercial and technical changes at strategic level within the CA's business industry/sector.
  • Anticipating and planning change in resources within the project.
  • Providing commercial/cost support to the estimating department.
  • Having a good degree of understanding and working knowledge of project start-up procedures and being actively involved in the implementation of those procedures when required.

Integrity

  • You will assist in the control and coordination of specific areas or packages, ensuring they meet quality and safe working standards.
  • You will support the construction delivery team in influencing the long-term development of strategy for a function or Business Unit (BU), creating a sustainable business future.
  • You will commit to making a positive impact for our people, our clients, and our planet, and take ownership for holding others to account who do not uphold the Mace values.

Create Opportunity

  • You will support other managers and junior members of your project team and provide an environment to share knowledge and experience.
  • You will actively network, innovate, and seek understanding of best practice, utilising the full depth of knowledge of Mace group, the centres of excellence, Mace way control centre, and knowledge hub.
  • You will provide support to delivery teams, creating a culture of ownership, promoting roles and responsibilities.

You'll need to have:

  • Leads and supervises others effectively, giving clear direction, coaching, and supporting others to reach their full potential.
  • Persuades and influences others successfully towards a desired course of action.
  • Creates and innovates - Demonstrates a better perspective and explores innovative approaches in pursuit of a better way. Utilises new technology and helps others to adapt.
  • Presents clearly and communicates effectively, in a confident manner, with their audience in mind.
  • Personal effectiveness - Takes responsibility for their actions, leads by example, and acts in an ethical, legal, and responsible way. Is self-aware and makes the most of their talents, skills, and resourcefulness.
  • Plans and organises - Sets SMART objectives and efficiently manages resources and tasks.
  • Collaborates and networks - Collaborates well with teammates, internal and external stakeholders, building trusting and respectful relationships.
  • Solves problems - Takes ownership to identify, solve, and overcome challenges.
  • Adapts and reacts well to changing priorities and requirements.
  • Focuses on client satisfaction and delivers service excellence for external and internal clients.
  • Values sustainability and social responsibility - Makes responsible choices that have a positive environmental and social impact.
  • Acts inclusively - Treats all people with respect in a fair and consistent manner.
  • Minimum five (5) years of relevant experience working in large teams, including clients.
  • Establishing, chairing, recording, and reporting regular meetings (internally and with DevCo).
  • Budget planning, forecasting, and cost management. Cost benchmarking reports, provide elemental cost analysis information for benchmarking purposes.
  • Overseeing all aspects of contract administration, including payment certification, cost reporting, change management, and reporting on progress.
  • Bachelor's degree in engineering, project management, commercial management, quantity surveying, or equivalent.
  • Excellent command of the Office suite (Word, Excel, PowerPoint).
  • Experience with analysis, construction, and design scope.
  • Experience setting and analysing KPIs and relevant KRAs.
  • Experience with change management and implementation within a production environment.
  • Dynamic leadership and employee engagement skills.
  • Methodical, rigorous, and proactive.

You'll also have:

  • Working towards membership of MCIOB/MAPM/MRICS/MICE or equivalent demonstrable professional or personal development.
  • Construction management expertise.
  • Developing commercial and financial acumen.
  • Experience leading parts of construction projects within large, diverse teams.
  • Experience of building relationships with key stakeholders.
  • Knowledge of how carbon and sustainability considerations will shape the outlook of the projects you are working on.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part-time, flexible, and hybrid working options if suitable within the role.

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