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COORDINATOR CONTRACT ADMINISTRATION

  • Job ID: 55377
  • Job Category: Engineering & Technical
  • Division & Section: Economic Development & Culture, EDC Museum & Heritage Services
  • Work Location: Union Station, 61 Front Street West
  • Job Type & Duration: Full-time, Permanent Vacancy
  • Hourly Rate and Wage Grade: $39.14 - $42.88, Wage Grade 11
  • Shift Information: Monday - Friday, 35 hours per week
  • Affiliation: L79 Full-time
  • Number of Positions Open: 1
  • Posting Period: 09-May-2025 to 26-May-2025
  • Location and Shift Information:

- Base location: 61 Front Street West, Union Station, Second Floor East Wing, Toronto, ON M5J 1E5

- Alternate location: 55 John Street, Metro Hall, 2nd Floor, Toronto, ON, M5V 3C6

 

Major Responsibilities:

Reporting to the Manager Capital Assets & Heritage Facilities Maintenance, the Coordinator, Contract Administration coordinates and assists in the tendering and administration of all design, construction and maintenance related contracts for various City divisions and its agencies.

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  • Coordinates the preparation of documents and specifications including REOIs, RFPs, RFQs and tenders for design/build, construction, maintenance and associated contracts for capital works projects and operations.
  • Reviews and comments on documents related to City contracts prepared by outside consultants.
  • Conducts review of tender documents and submissions to ensure conformance with City standards/requirements.
  • Reviews project specifications for compliance with municipal policy and procedures, Standards and Guidelines for Conservation of Historic Places, the Ontario Heritage Act and designation by-laws.
  • Liaises with Purchasing and Material Management Division, Social Development Finance and Administration and client divisions regarding the tendering, award and execution of contract documents.
  • Executes contract documents in accordance with Legal Services and Purchasing and Material Management Division and established project milestones.
  • Prepares Purchase Requisitions for submission to Purchasing and Material Management Division.
  • Tracks and monitors all activities related to purchase orders (tracks and closes purchase orders, etc.)
  • Provides support to Project Managers in relation to tender administration ensuring compliance to Municipal Policies & Procedures.
  • Provides support to Supervisor Heritage Facilities Maintenance with RFQs through the RPGS system, Ariba based purchasing, maintenance and facility service contracts, and drafting of Legal agreements.
  • Coordinates and provides full support for a roster of heritage contractors.
  • Assists in permit applications including Toronto Region & Conservation Authority, Toronto Building, Toronto Urban Forest, Ravines and Natural Feature Protection.
  • Records all capital commitments for internal tracking purposes to ensure project delivery is on schedule, capital budget targets are being met, and all capital commitments a correctly recorded in SAP.
  • Provides capital cost accounting, conducts statistical analysis and research; evaluates and tracks tender item cost and financial reports for capital projects and property maintenance.
  • Prepares and processes payments for contractors, consultants and cost recoveries to third parties, payment certificates and holdback transmittals.
  • Responsible for tracking, filing and maintaining of contract documents for legal and audit purposes.
  • Assists the Manager, Cultural Assets in preparation of yearly capital budget by tracking annual capital project completion rates and budgets to be carried forward.
  • Maintains and updates Building Condition Audit inventory for Capital Assets.
  • Maintains and updates Designated Substance Survey inventory for Capital Assets.
  • Coordinates all contract administration related activities with the unit support staff and other divisional staff.
  • Responds to enquiries from vendors and staff, related to billings, payments, and Accounts Payable procedures.
  • Prepares year-end liabilities and reconciles hold-back statements to be forwarded to EDC Finance.

 

Key Qualifications:

Your application must describe your qualifications as they relate to:

  1. Considerable experience with contract administration support including RFPs, RFQs, tenders and bid evaluations.
  2. Considerable experience with cost control including progress payments, project cost accounting and processing.
  3. Considerable experience with non-competitive procurement and other City of Toronto purchasing policies and procedures.
  4. Considerable experience with accounting software such as SAP, purchasing software such as Ariba.
  5. Considerable experience using MS Office Suite (i.e. Word, Excel, PowerPoint and Access).

You must also have:

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  • Knowledge of the City of Toronto tendering process, Capital Projects procurement and administration.

  • Understanding of the Construction Lien Act as it applies to this position.

  • Knowledge and ability to prepare reports, and payment certificates and to execute contracts

  • Highly developed interpersonal skills with the ability to communicate at all organizational levels.

  • Well developed written and oral communication skills.

  • Sound judgement in public and personal relations.

  • Demonstrated ability to work effectively with colleagues, provincial officials, consultants, solicitors and other internal and external clients.

  • Ability to plan, prioritize, organize assignments and work with minimal supervision.

  • Knowledge of Project Management and procurement software.

 

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

 

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.

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