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. The successful candidate will be responsible for coordinating and completing assigned sourcing events, developing work packages and specifications, and administering contracts.

Key Responsibilities
  • Creates, coordinates, and completes assigned sourcing events and associated activity.
  • Develops work packages and specifications that define the goods or services to procure and the procurement strategy.
  • Administers contract transition activity, tracks, files, and maintains contract documents, and prepares correspondence and reports.
  • Performs contract administration as needed and maintains contract compliance.
  • Prepares new contract packages and renewals and administers 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, including Word, Excel, and formulae.
  • Considerable experience with contract administration support, including 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 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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