Procurement & Contract Administration Lead

Job ID

73346

Job Title

Procurement & Contract Administration Lead

Regular/Temporary

Regular

Location

Central Campus

Open Date

12/22/2025

Job Type

Continuing

Close Date

01/25/2026

Employee Group

TMG

Favorite Job

Department

Design and Construction

Full/Part Time

Full-Time

Salary Grade/Band

Band J

Salary Range

$ $ annual)

Existing Vacancy

Yes - Backfilling as Existing

Hours per Week

35

Target Number of Openings

1

Job Code

104769

Posting Details

Schedule

Monday - Friday 35 hours per week

Education Level

A degree in a relevant field such as business, engineering, architecture, construction management, or equivalent.

Career Level

3-5 years experience in Design and capital project environment, including document management.

Extensive experience in project and contract administration, particularly within the design and construction sectors, ideally in a public sector or institutional environment.

Job Description

Overview

At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain talented faculty and staff, and to foster inclusive excellence which values the strengths, perspectives, and contributions of each individual. McMaster's profile and stature have evolved to one of the Top 100 Universities in the World and we are recognized as Canada's Most Research-Intensive University. McMaster is also recognized as one of the top employers in the Hamilton/Niagara region and has been recognized as one of Canada's Top Diversity employers for the past 6 years.

The Facility Services department supports the academic mission of McMaster, its cutting-edge research, and world-class teaching and learning. Our team does this by developing innovative spaces to study, research, and work and by keeping our campus safe, clean, well-maintained, and beautiful. Our team of approximately 400 professionals is the primary caretaker of the university's physical environment and is one of the largest teams on campus. Our 400 dedicated professionals take pride in delivering quality and reliable services that support the University's world-renowned teaching and research. The team is responsible for the operation and maintenance of 69 buildings, encompassing approximately 8.5 million square feet of space and about 377 acres of land. Facility Services operates 24/7, oversees more than 50 active construction projects at any given time, and manages over 12,000 service requests each year.

Job Summary

The Procurement & Contract Administration Lead will be responsible for overseeing the administration of construction projects within the Facilities Services department.

Accountabilities

Planning and Coordination:

• Document project plans, including detailed timelines, budgets, scopes of work, and resource allocation, ensuring alignment with the organization's objectives and strategic priorities.
• Coordinate project meetings for Department to ensure all stakeholders are aligned; take minutes and prepare them for distribution.
• Assist in defining project deliverables and ensure clear communication of expectations to all parties involved.
• Track one-year warranties and flag them for team prior to expiry.

Project Monitoring and Reporting:

• Monitor project progress against milestones and deliverables, track timelines and budgets.
• Prepare and distribute regular project status reports, including updates on progress, budget expenditures, risk assessments, and any variances to the original plan.
• Identify and resolve issues or delays promptly, coordinating with project managers and stakeholders such as Maintenance Services, including one-year warranties and other documentation (e.g., initiating contracts and documents in Docusign).
• Organize and conduct project review meetings, documenting outcomes and ensuring follow-up on action items.

Contract Management:

• Prepare, review, and manage contracts with architects, engineers, contractors, and consultants, ensuring all terms and conditions are clearly defined for review by Project Manager; obtain signatures (in Docusign as requested), issue contracts, and file finalized agreements.Track and coordinate the development of bid documents, Request for Proposals (RFPs), and contract awards in collaboration with Strategic Procurement and Legal teams.
• Administer contract amendments, and change orders, and ensure all contractual obligations are met, maintaining detailed and accurate records of all contract-related activities.
• Advise on contract terms and conditions as needed, ensuring the best value and alignment with project objectives.

Compliance and Documentation:

• Ensure all projects and contracts comply with relevant laws, regulations, and organizational policies.
• Develop, maintain, enter, audit, and archive comprehensive documentation for all projects, including contracts or signed agreements, amendments, correspondence, approvals, vendor invoices, MERX awards, change orders, and compliance records.
• Prepare for and facilitate internal and external audits, ensuring all documentation and processes meet compliance requirements, including Project Information Guide.

Internal and External Communication:

• Act as the primary point of contact for project and contract-related inquiries, facilitating effective communication (including building notices) between all stakeholders, including project teams, vendors, maintenance services and senior management.
• Regularly update internal departments such as Strategic Procurement, Finance, and Legal to ensure project and contract goals and requirements alignment.
• Facilitate communication with external stakeholders, including regulatory agencies and community partners, ensuring transparency and compliance with all regulatory requirements.

Vendor and Supplier Relations:

• Establish and maintain positive relationships with vendors and suppliers, ensuring a fair and equitable process in the awarding and management of contracts.
• Support procurement processes including but not limited to tracking vendor of record (VOR) progress, assisting with reference checks, maintaining VOR rotation lists, processing request awards.
• Coordinate with vendors and suppliers to resolve any issues related to contract performance, ensuring projects remain on schedule and within budget.
• Facilitate vendor performance reviews and managed supplier evaluations to ensure quality and cost-effectiveness.
• Department administrator for Tender Repository including coordinating question responses with Project managers, closing out and tracking awards, , declining bids, and following up with vendors, as required.

Support Project Teams:

• Collaborate closely with project managers, engineers, architects, and other team members to ensure that all administrative aspects of projects are effectively managed.
• Provide guidance and support to project teams on contract management and compliance matters, fostering a culture of accountability and transparency.
• Assist project teams in identifying potential risks and developing mitigation strategies to ensure project success.

Leadership:

• Participate in leadership meetings within the Facilities Services/Design and Construction department, contributing to strategic planning, policy development, and decision-making.
• Lead, mentor, and manage administrative staff, providing training and development opportunities to enhance skills and knowledge in project and contract management.
• Responsible for hiring, onboarding, performance evaluation and training and supervision of direct reports.
• Promote a positive, collaborative, and inclusive work environment that encourages innovation and professional growth.

Qualifications

Education:

• A degree in a relevant field such as business, engineering, architecture, construction management, or equivalent.

Experience:

• 3-5 years experience in Design and capital project environment, including document management.
• Extensive experience in project and contract administration, particularly within the design and construction sectors, ideally in a public sector or institutional environment.
• Strong organizational skills with the ability to manage multiple projects and contracts simultaneously.
• Excellent communication and interpersonal skills, with a focus on collaboration, relationship management, and conflict resolution.
• Experience managing and supervising unionized employees, answering grievances and handling disciplinary actions.

Knowledge/Skills:

• Excellent supervisory, Leadership and Team Building skills.
• Sound financial acumen to effectively monitor projects within budget constraints.
• Tracking WSIB and Bonding documents submitted by vendors to ensure documents are filed properly, and the files on record are not expired.
• Knowledge of Construction legislation such as Construction Act and Prompt Payment.
• An accomplished manager of people, corporate assets and projects, with demonstrated leadership in program planning, performance measurement, policy development, asset and project management.
• Ability to solicit input and cooperation amongst staff members within the designated service and build teamwork. Develop leadership in others through coaching, mentoring, rewarding and guiding.
• Ability to review cost summaries and verify accuracy of project financial documentation.
• Knowledge of various contracts for project delivery and associated contract conditions.
• Knowledge of construction scheduling and ability to read and interpret schedules.
• Knowledge of Project Management Principles
• Knowledgeable of public administration and Broader Public Sector Procurement practices.
• Proven capacity for handling stress, pressure and multiple priorities and demands.
• A quick learner with the ability to synthesize information, adapt and think fast on their feet.
• Innovation and creativity, resourcefulness and problem-solving skills.
• Skilled in Negotiation and dispute resolution; often bringing consensus to diverse groups of stakeholders.
• Excellent interpersonal and communication skills.

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the "Dish With One Spoon" wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster's commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at ext. 222-HR , or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.