Administrator, Estimating and Contracts

Overview J-AAR is forging a future as a premier construction leader in Canada, rooted in the founding vision of John and Loralee Aarts in 1982 with a commitment to foster an environment where everyone can achieve their fullest potential, supported by the belief in others more than they believe in themselves. We empower our team members to unlock their full potential on collaborative construction projects, with transformative results for our customers, communities, and individuals engaged in all the projects we are involved in. We are seeking a full-time Administrator, Estimating and Contracts who is aspiring to reach their potential in the field of construction, reporting to the Chief Estimator within our Civil Infrastructure Group. This is an in-office position located at our 3003 Page St., London, ON location. The successful candidate will work closely with various departments, including procurement, project management and estimating, site superintendents, and executive leadership. Environment J‑AAR is hiring a skilled and proactive Administrator, Estimating and Contracts . In this multifaceted role, you’ll be the glue between business development (tenders & bids), estimating, project delivery, and internal operations. If you’re someone who thrives on variety, precision, and helping processes run smoothly, this is for you. Responsibilities Continuously monitor digital procurement, tender, and bidding platforms to identify viable business opportunities aligned with J‑AAR’s strategic goals. Maintain and update a centralized pipeline / inventory of marketing / bidding opportunities; prepare regular reports for senior leadership (Estimating, VP). Prepare bid/tender documentation: building spreadsheet files (Excel), assembling and organizing all required documents, handling pre-qualifications, and subcontractor qualification materials. Manage contract and subcontract administration: ensuring required documents (bonds, insurance, signed agreements) are accurate, complete, and returned prior to site work; post‑award follow‑through including for final bonds and agreement execution. Maintain and organize internal systems and documentation: SharePoint, contract archives, tender documents, locate files, public folders; ensure version control and that all project status changes are tracked. Assist project managers with administrative project support: tracking goods received, verifying cost summaries, coordinating utility locates / emergency locates, maintaining project files and ensuring that all documentation is compliant and accessible. Support accounts payable & receivable related tasks: vendor invoice processing, month‑end closing assistance, cost coding, use of applications to monitor job purchase orders and committed costs. Liaise and coordinate with internal stakeholders — estimating, sales, project management, operations — to ensure transparency: sharing updates on bid results, project cost performance, status of contracts, and any addenda or changes. Participate in continuous improvement initiatives: identify opportunities to streamline workflows, reduce duplication or missed steps, improve document management, enhance response times and overall efficiency. Qualifications Strong organizational skills and ability to manage numerous tasks and priorities concurrently. Excellent verbal and written communication: professional, clear, and responsive. High attention to detail and reliable follow‑through. Proficient with Microsoft Office (especially Excel); willing and able to use / learn systems like SharePoint, Microsoft Teams, and ERP tools. Experience (or interest) in tender / bidding processes and contract / subcontract administration. Ability to work independently and collaboratively as part of a team. 2‑5 years of relevant experience in administrative / operations roles, preferably in the construction industry. Good analytical skills: comfortable processing documents, managing task prioritization, and understanding costing / financial aspects. Ability to build and maintain strong working relationships with internal departments, external partners, and relevant agencies / stakeholders. Commitment to Health & Safety standards and protocols. Benefits Highly competitive hourly wage Referral bonuses Company paid benefits Group RRSP/DPSP participation A team member focused culture with a common objective of finding out what we are capable of and reaching our potential Skill building, training opportunities, career support We Celebrate our Achievements: holiday parties, BBQs, fishing derby, sporting event tickets, golf days, and so much more Visit us at: We thank all candidates for their interest, however only those selected for an interview will be contacted. J-AAR welcomes all applicants and is committed to a diverse workforce. If you require accommodation, please contact the People and Culture Department. “This posting is for an existing vacancy , and artificial intelligence may be used at one or more stages of our recruitment process (for example, to help screen and/or assess applications), to support a fair and consistent review.” #J-18808-Ljbffr