Senior Contract Administrator

Job Description: Senior Contracts Administrator

Reports To:
Director of Procurement & Supply Chain

Location:
Work from home. Occasional travel to the Site or Head Office in Montreal, QC may be required.

Department:
Procurement & Supply Chain

Position Summary

The Senior Contracts Administrator will provide comprehensive contract management support for the Company's projects. This role is responsible for managing the full contract lifecycle, including Request for Proposals (RFPs), negotiations, contract formation, change management, and contract closeout, while ensuring compliance with legal and corporate standards. The position also involves reviewing and approving invoices, preparing formal correspondence, maintaining meeting minutes, and coordinating closely with the Project Controls team.

Key Responsibilities

• Prepare, issue, and manage Requests for Proposals (RFPs) for goods and services.
• Lead negotiations with vendors, subcontractors, and service providers to secure favorable terms.
• Draft, review, and finalize contracts, subcontracts, and amendments in alignment with company policies and project requirements.
• Propose appropriate commercial models to support project objectives and risk allocation.
• Ensure proper contract execution and maintain accurate documentation.
• Lead and administer contract change management processes, including change orders and amendments.
• Track and document all changes to ensure compliance and proper approvals.
• Implement strategies to avoid claims through proactive contract administration.
• Assess and respond to claims in coordination with legal and project teams.
• Maintain documentation to support claim resolution and dispute avoidance.
• Review and approve contractor and vendor invoices for accuracy and compliance with contract terms.
• Support billing processes and resolve discrepancies in coordination with finance and project teams.
• Prepare formal correspondence related to contractual matters.
• Record and distribute meeting minutes for contract-related discussions.
• Collaborate with project managers, procurement teams, and legal counsel to ensure timely contract formation and execution.
• Coordinate with and support the Project Controls team to align contract administration with project schedules and budgets.
• Monitor contract performance, deliverables, and milestones to ensure compliance.
• Lead completion and closeout of contracts, ensuring all obligations are met and documentation finalized.
• Identify contractual risks and recommend mitigation strategies.
• Ensure flow-down of terms and conditions to subcontractors and suppliers.
• Prepare regular reports on contract status, risks, and obligations.
• Serve as the primary point of contact for contract-related inquiries from internal and external stakeholders.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Law, or related field.
• Minimum 5–7 years of experience in contract administration, preferably in construction, engineering, or industrial projects.
• Proven experience in RFP management, negotiations, contract formation, change management, and claims handling.
• Strong knowledge of contract law, procurement processes, and project management principles.
• Excellent negotiation, communication, and analytical skills.
• Proficiency in contract management software and MS Office Suite.
• Bilingual in English and French is considered an asset.

Core Competencies

• Attention to detail and accuracy.
• Ability to manage multiple priorities under tight deadlines.
• Strong interpersonal skills and ability to work collaboratively across teams.
• Problem-solving and decision-making capabilities.

Additional Information

This position may require occasional travel to project sites