Contracts Manager

We are a growing luxury residential low-rise home builder seeking an experienced and highly organized Contracts Manager to serve as the primary liaison between our construction site teams and our corporate office in Burlington. This role requires a detail-driven professional who thrives in a fast-paced environment, can confidently manage multiple priorities, and is committed to supporting the delivery of exceptional homes for our homeowners. If you excel at building strong relationships, maintaining meticulous documentation, and ensuring seamless coordination across departments and trades, we want to hear from you.

Roles & Responsibilities

Pre-Construction & Design Review

• Participate in the design review process for new development sites and upcoming luxury residential projects.
• Analyze plans and specifications to identify cost-saving opportunities, constructibility improvements, and value-engineered solutions without compromising design intent or quality standards.
• Collaborate with internal departments (Design Studio, Estimating, Construction) to ensure alignment on project requirements, finishes, and product standards.

Estimating & Scopes of Work

• Prepare comprehensive project scopes of work, including detailed materials take-offs, price lists, and trade-specific task breakdowns.
• Build, update, and refine unit-rate costing within the estimating database to ensure accurate, timely, and repeatable pricing across projects.
• Assist in budget creation by assigning accurate cost codes that align with accounting processes and corporate financial controls.

Procurement, Contracts & Vendor Management

• Lead the tendering process: prepare bid packages, manage tender distribution through shared folders/drop boxes, track submissions, analyze pricing, and ensure documentation accuracy.
• Review tender results, negotiate pricing where required, and recommend subcontract awards based on scope alignment, cost, performance history, and schedule requirements.
• Draft, issue, and maintain subcontract agreements, contract amendments, and change orders.
• Maintain and strengthen key relationships with suppliers and trade partners, ensuring performance expectations and quality standards are consistently met.
• Keep the supplier and subcontractor database current with certifications, WSIB, insurance requirements, and performance evaluations.

Construction Support & Field Coordination

• Collaborate with Site Supervisors and Project Managers to address discrepancies, scope gaps, schedule impacts, or quality concerns.
• Assist in preparing draft construction schedules and provide ongoing updates based on site progress, trade availability, and material lead times.

Finance, Documentation & Reporting

• Process, code, and approve invoices in accordance with established accounting procedures and cost-code structures.
• Support the finance team with budgeting, cost-tracking, and forecasting by ensuring timely and accurate documentation of commitments and expenditures.
• Assist in resolving discrepancies between field work, purchase orders, and invoiced amounts.
• Develop and maintain departmental procedures, templates, and best practices to improve efficiency and standardize processes.

Conflict Resolution

• Support the construction and management teams in addressing disputes or conflicts with trades, suppliers, or internal stakeholders by providing clear documentation, timelines, and contract interpretation.
• Help facilitate resolution strategies that maintain positive working relationships while protecting company interests.

Qualifications

• 2–5 years of experience in contracts management, estimating, procurement, or project administration within the residential construction industry is a requirement.
• Strong proficiency in Microsoft Excel and MS Office Suite; advanced spreadsheet abilities considered an asset.
• Experience with construction management and estimating software; familiarity with Newstar is a significant advantage.
• Solid understanding of low-rise residential construction processes, building materials, and construction sequencing.
• Ability to read, interpret, and analyze architectural and engineering drawings, with basic AutoCAD functionality for measurement or annotation.
• Familiarity with accounting principles related to purchase orders, invoice approvals, cost coding, and budget management.
• Experience with pricing décor options, upgrades, and homeowner extras.
• Highly organized, able to multitask effectively, and capable of managing competing deadlines in a dynamic environment.
• Strong written and verbal communication skills, with the ability to communicate clearly with trades, suppliers, site staff, and corporate departments.
• Proactive, detail-oriented, and able to work independently or collaboratively as part of a team.
• Ability to support and participate in conflict resolution with professionalism and discretion.

Job Types: Full-time, Permanent

Benefits:

• Dental care
• Extended health care
• On-site parking
• Vision care

Work Location: In person