Contract Administrator

Arbutus Properties is a leading commercial and residential development company, offering a dynamic work environment, attractive compensation and benefits package, and vast opportunity for advancement. We are currently seeking an experienced Contract Administrator with a strong work ethic, a team-oriented mindset, and the skills to assist in the contract management of projects across western Canada.

Summary

The Contract Administrator supports the lifespan of a project in terms of contractual and commercial responsibilities, including the identification of any legal or technical difficulties, assurance of contractor compliance with the contract requirements, management of contract changes and documentation therein. The Contract Administrator works with the Development and Project Management teams to identify and address project risks, ensure contractual obligations are met, assist with procurement processes, and coordinate and administer the contract award and subsequent contract administration activities relating to project contracts. The Contract Administrator must be knowledgeable of relevant work processes and their assigned contract(s), familiarize themselves with relevant processes and procedures and Contract Management System business processes and recommend, develop, and implement such processes and procedures as required.

Responsibilities

• Interpreting contracts and ensuring compliance with contract terms
• Provide guidance on contract interpretation, risk management and gaps
• Develop and implement contract administration procedures.
• Establish and maintain all project contracts, with a focus on the relevant data for contract management purposes.
• Responsible for the creation of correspondence and responding to requests from the contractor within contract timeline requirements.
• Manage the prequalification process for trades and suppliers.
• Verify that acceptable insurance coverage, bonds and performance securities, if required, are obtained prior to contractor mobilization and are maintained until contract completion.
• Expedite contractor administrative submittals.
• Communicate with stakeholders to raise awareness of contract provisions, vendor performance and compliance with contractual terms and conditions, identification of on time delivery and savings opportunities, schedule optimizations in conjunction with Project Control function, and claims or cost avoidance strategies.
• Preparation, administration, and negotiation of change and claims documentation, as well as assessing claims and variations to provide recommendations on contractual recourses.
• Review RFIs and daily reports for potential issues.
• Participate in the review and approval of contractor progress payments / proper invoices; proactively interrogate contractor entitlement following receipt of demands for payment or draw downs on allowances and contingencies; validating payments to vendors per contract terms and proactively coordinating with finance dept on this process.
• Review contractor progress reports for potential commercial impacts and advise project management team accordingly.
• Support Project Managers to assess contractor progress and cost data.
• Facilitate progress reviews and meetings as required and publish minutes of meetings.
• Facilitate initial project turnover to the construction team as well as contract close-out; confirm that all commercial, documentary and technical requirements are met or reconciled prior to substantial completion.
• Coordinate the impact of the changes to the contract and documents these changes identified through the change control procedure.
• Provide guidance on financial and contractual matters pertaining to contracts.
• Participate in special projects and take on other duties as needed.

Requirements

• Degree in Engineering, Business, Supply Chain Management, or other industry related field along with 5+ years of experience
• Basic knowledge of procurement regulations, policies, and practices.
• Specialized courses or experience in pricing, contract law, negotiations, and accounting.
• Possess extensive knowledge and experience in contract management and applies that knowledge and experience to improve project performance.
• Working knowledge of engineering/construction industry contracting practices, policies, and procedures.
• Proficient in the use of technology platforms - knowledge of Yardi is an asset.
• Demonstrated oral and written and interpersonal communication skills.
• Experience in administering and interpreting contract types, fee arrangements and contract terms.
• Experience in developing, presenting, and recommending potential solutions to contractual problems to management.
• Work constructively with the team to ensure contract requirements are resolved and team goals are met.
• Candidate must have excellent time management skills and ability to prioritize work.
• Exceptional analytical skills and high attention to detail.
• Highly organized, results-oriented and able to work in a multi-functional team environment.