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Contract Administrator Job Description: Top Duties and Requirements

A Contract Administrator evaluates, negotiates, and develops contracts on behalf of a firm for their services, products, or other contractual obligations. Their duties include drafting and editing contracts; ensuring the accuracy, efficiency, and relevance of all contracts; and working with all parties to ensure understanding and compliance with contracts.

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Contract Administrator duties and responsibilities

A Contract Administrator is responsible for establishing reliable relationships between your firm and others, through vetted and audited contracts. This position is found in a wide array of companies, including construction, education, insurance, finance, and healthcare. Noting this, duties and responsibilities may vary slightly between industries, but generally include:

  • Leading contract negotiations and terms agreements and working with parties to address concerns and resolve disputes
  • Developing conditions for bids, proposals, and contracts
  • Ensuring contracts and other documents comply with relevant regulations, laws, and industry standards
  • Monitoring a project’s budget, expenses, payment terms, and other financial obligations
  • Managing the bidding process between contractors and suppliers to secure the best offers
  • Coordinating contractual issues with a company’s procurement and legal teams
  • Ensuring contracts are reviewed and renewed before expiry dates
  • Maintaining records and filing systems for future reference on existing and new contracts, bids, and proposals
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Contract Administrator Job Description Examples:

Example 1

Contract Administrator

Dycon Roof & Building Consultants (A Division of Dycon Roof Consultants Inc.) is evolving and growing to meet client demand � and we need a new member to join our dynamic team. As a roof and building consultant and related professional services firm, we are building on our strong reputation by maintaining our commitment to ethical work practices and exceptional service. If you are looking for an opportunity to work with a collaborative, hard-working and dedicated team of professionals, then this could be the right opportunity for you. As a Contract Administrator, you will be responsible for all aspects of contract administration related to various projects across Canada.

Duties include:

  • Manage the tender process between contractors and clients including arrangement of pre-bid meetings, issuance of tender documents, addendums, tender summaries, etc.;
  • Manage CCDC contract documentation including issuance of CCDCs, supplemental instructions, proposed change notices, change orders, change directives, submittals, etc.;
  • Manage contract progress, including issuance of certificates for progress claims, substantial performance, holdback release, etc.;
  • Respond to requests for information and provide quick consultations, solving problems as they arise;
  • Coordinate service calls and manage reporting for roof leak service requests;
  • Liaise with contractors and clients;
  • Maintain records and filing systems;
  • Help with peer review of specifications and reports;
  • Other duties, as assigned.

    Qualifications:

  • Post-Secondary Education Degree/Diploma in Administration (or equivalent) or a combination of education and work experience;
  • Minimum of three (3) years experience with CCDC contract administration;
  • Familiarity with the various provincial lien legislations is considered an asset;
  • Strong computer skills (Microsoft Office 365), familiarity with RoofCAD and GoldMine CRM is considered an asset;
  • Ability to interpret drawings and specifications is considered an asset;
  • Experience in the roofing, building envelope, and paving industries is considered an asset;
  • Meticulous attention to detail is critical;
  • Ability to multitask in a fast-paced & changing environment;
  • Strong analytical and problem-solving skills;
  • Proven track record of maintaining high quality standards while working within tight deadlines;
  • Excellent communication (both written and verbal), judgement, organizational and interpersonal skills.
  • Bilingual (English/French) is considered an asset.

    Dycon is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients. Accommodations are available on request for candidates taking part in all aspects of the selection process.

    Job Types: Full-time, Permanent

    Salary: $60,000.00-$75,000.00 per year

    Benefits:
  • Casual dress
  • Dental care
  • Extended health care
  • Flexible schedule
  • On-site parking
  • Work from home
    Flexible Language Requirement:
  • French not required
    Schedule:
  • Monday to Friday
    Supplemental pay types:
  • Bonus pay



    Ability to commute/relocate:
  • Burlington, ON L7R 2G7: reliably commute or plan to relocate before starting work (required)

    Experience:
  • contract adminstration: 3 years Location: Hybrid remote in Burlington, ON L7R 2G7

    • Example 2

    Job Description:

    Company Information: Action Aero Inc. is an aerospace company who specializes in the maintenance of engine accessories installed on aircraft worldwide.

    Main Responsibilities: Order management of customer components

    Duties: ? Perform contract review on each customer order
    ? Open work orders for each customer unit detailing faults and work scope
    ? Manage order entry to maximize production scheduling
    ? Manage external Repair Orders with Suppliers
    ? Liaison between Suppliers and Customers
    ? Investigate and daily follow-up of Customer paperwork deficiencies
    ? Participate in Six Sigma process improvement initiatives


    Qualifications (Skills/Knowledge):
    ? Previous work experience in order management/ purchase order review
    ? Customer Service/Administrative related course is a definite asset
    ? High attention to detail ? Strong data entry/typing skills
    ? Maintaining solid customer relationships by handling questions and concerns with speed and professionalism
    ? Strong organization and communication skills
    ? Ability to prioritize to meet tight deadlines
    ? Ability to speak multiple languages is considered an asset

    If you feel you meet these requirements and wish to apply, please submit your resume ing the position title by email: [website]

    We thank all candidates for their interest; however, only those selected for an interview will be contacted.

    Job Types: Full-time, Permanent

    Salary: $20.00-$30.00 per year

    Benefits:
  • Casual dress
  • Company events
  • Dental care
  • Disability insurance
  • Employee assistance program
  • Extended health care
  • Life insurance
  • On-site parking
  • Paid time off
  • RRSP match
  • Vision care
    Schedule:
  • 8 hour shift
  • Day shift
  • Holidays
  • Monday to Friday
  • Overtime
    Supplemental pay types:
  • Overtime pay



    Ability to commute/relocate:
  • Charlottetown, PE C1E 2B7: reliably commute or plan to relocate before starting work (required)


    Work Location: In deadline: 2023-09-08

    • Example 3

    At GF, we see our company as a forward-looking leader in our field. Since 1802, we have been delivering innovations and sustainable solutions of the highest quality, adding value to the everyday lives of people all over the world. GF - with its three divisions GF Piping Systems, GF Casting Solutions and GF Machining Solutions - offers products and solutions that enable the safe transport of liquids and gases, as well as lightweight foundry components and high-precision manufacturing technologies. As a leader in sustainability and innovation, GF has strived to achieve profitable growth while delivering superior value to our customers for over 200 years.

    We are seeking a Contract Administrator / Inside Sales for our Coteau-du-Lac, Quebec facility for GF Piping Systems Canada.

    Summary :

    Reporting to the Customer Service Manager, the Contract Administrator is responsible for responding to customer needs by providing technical information, ations or bids. He/she is also responsible for processing orders according to contract specifications. He/she is an important element for the company and for customer retention.

    Tasks :

    - Respond to price and delivery requests in a timely manner;

    - Clarify customer needs and be able to communicate technical information to facilitate product selection;

    - Ensure that prices submitted to customers are accurate;

    - Take the necessary steps to ship the product and notify the customer. Obtain transportation rates, ensuring that the best rates are obtained;

    - Produce packing slips, invoices, proforma invoices, certificates of origin, etc. as required;

    - Purchase certain reserve or contract-specific items as required;

    - Transmit any information deemed relevant to the external representative in his/her territory.

    Requirements :

    - 1 to 2 years customer service experience in a technical field. A diploma in a technical field may compensate for experience (e.g. construction, building mechanics, design, etc.).

    - Spoken and written bilingualism (French and English);

    - Proficiency in MS Office environment (Word, Excel, Outlook);

    - Customer service and teamwork orientation;

    - Ability to manage priorities and organize workload;

    - Available to work hours compatible with the Western time zone;

    - Knowledge or experience in the piping and/or electrical systems industry, an asset.

    Job Type: Full-time

    Benefits:
  • Dental care
  • Employee assistance program
  • Life insurance
  • Paid time off
  • Vision care
    Schedule:
  • Day shift
  • Monday to Friday



    Ability to commute/relocate:
  • Coteau-du-Lac, QC J0P 1B0: reliably commute or plan to relocate before starting work Location: In person

    • Example 4

    Midstream LPG Group is a marketing & distribution and fractionation company specializing in LPG products with operations throughout the United States and Canada. Our head office, located in downtown Calgary, is looking for a full-time Contract Administrator, reporting initially to the CFO.

    Responsibilities:

  • Timely and accurate entry and set-up of LPG contracts in company deal capture and contract management systems.
  • Manage settlement inputs related to commercial contracts including market-based pricing on a daily/weekly/monthly basis.
  • Work with marketing representatives and the legal team on handling term and spot contracts.
  • Assist the Credit team with daily monitoring of counterparty credit exposure and their management of incoming and outgoing Letters of Credit and prepayments, incoming and outgoing parental guarantees.
  • Assist the Finance team with daily and longer-term cash forecasts.
  • Assist in managing net out agreements, master agreements.
  • Assisting in various ongoing process improvements, updating policy and practices documents.
  • Tasked to implement and improve company systems and processes relating to deal capture and contract administration
  • Back-up support for LPG Product Accounts Payable.
  • Ad hoc requests and special projects, as required.

    Requirements/Qualifications:

  • Minimum 3 years of experience in an LPG or energy marketing environment.
  • Degree/Diploma in Business Administration or Accounting.
  • Advanced information technology and project management skills.
  • Experience with SAGE 300 (Accpac) and any recognized enterprise software tailored to energy marketing would be a distinct asset.
  • Demonstrated ability to manage multiple tasks in a timely and organized manner with an exceptional attention for detail.
  • Speaks clearly, listens effectively, and conveys messages with transparency.
  • Acts with integrity and takes accountability for actions.
  • Ability to interface and collaborate effectively with key stakeholders in both internal and external business groups.

    Benefits:

  • Competitive compensation and bonus plan
  • Company paid Health and Dental Benefits

    Job Types: Full-time, Permanent

    Additional pay:
  • Bonus pay
    Benefits:
  • Dental care
  • Disability insurance
  • Extended health care
  • Life insurance
  • Paid time off
  • Vision care
    Flexible language requirement:
  • French not required
    Schedule:
  • 8 hour shift
  • Monday to Friday

    Ability to commute/relocate:
  • Calgary, AB T2P 2V7: reliably commute or plan to relocate before starting work Marketing: 3 years (preferred)

    • Example 5

    Waste Connections of Canada is a leading non-hazardous solid waste management in North America. We are looking for a Safety inclined, energetic, autonomous, and proactive team player who is capable of making a difference in their team and community. We have an immediate opening for a full time Contract Administrator at our Ottawa office.

    Location: 1152 Kenaston St., Ottawa, ON K1B 3P5

    Shift: 10am to 7pm, Monday to Friday

    Essential Duties:
  • Develop routes for the following day based on orders received from Customer Service; assign routes to drivers
  • Prioritize same-day orders to drivers, based on driver location and availability
  • Provide print and electronic route schedules to drivers
  • Direct drivers to appropriate transfer stations
  • Answer calls from drivers requesting pick-ups, and assign orders as appropriate
  • Communicate traffic problems (e.g., congestion, construction) to minimize avoidable delays
  • Monitor driver route progress (e.g., progress of orders) and driver location to ensure orders will be completed, as scheduled; re-assign or re-schedule as needed to meet service commitments
  • Communicate to drivers on changes in routes, or request for overtime hours
  • Contact customers to inform them of delays and on-site issues
  • Collaborate with the sales department, customer service team, operations, and maintenance teams
  • Close out and finalize routes from previous day (generate reports for management)
  • Ensure data entry is completed with attention to detail

    Requirements:
  • Minimum two years of dispatch experience
  • Bilingual (French and English) preferred
  • Excellent time management and prioritization skills
  • Strong working knowledge of Microsoft Office
  • Experience with Trux software an asset
  • Strong written and oral communication skills

    Come join a team environment, and colleagues who embrace a "work hard, play harder" culture. Our compensation package is competitive and comes with excellent benefits. You�ll also be associating yourself with a company that likes to lead by example through a strong presence in our local communities, charitable giving, sustainability initiatives, and more.

    Waste Connections of Canada/Enviro Connexions is an Equal Opportunity Employer.

    Job Types: Full-time, Permanent

    Benefits:
  • Dental care
  • Life insurance
  • RRSP match
  • Vision care
    Schedule:
  • Day shift
  • Monday to Friday

    Experience:
  • dispatching: 2 years (preferred)

    • Example 6

    Objective:

    Reporting to the Board of Directors, the Contract Administrator is responsible for reviewing and entering commercial agreements in a timely and accurate fashion.

    Duties AND Responsibilities:

  • Provide administrative support to the team in a professional environment
  • Act as a liaison between AMG �Suppliers � Customers to ensure this workflow functions smoothly.
  • Tracking and maintaining all relevant documents
  • Reviewing detailed contracts to ensure all information is correct
  • Miscellaneous data entry
  • Ad hoc duties as requested
  • Dedicate time to learn and understand In-house programs (Linus7 & Fusion)
  • Prepare proposals to present to the Board outlining risks and recommendations
  • Organize and attend all next Gen and Board meetings as required
  • Follow all established and future Standard Operating Procedures
  • Learn, understand, and adhere to all company policies and standards
  • Complete all applicable mandatory training as required
  • Provides courteous, prompt, and accurate communications to clients and co-workers
  • Observe and practice a high standard of cleanliness in work area
  • Consistently practices and promotes safety

    Job Types: Full-time, Permanent

    Salary: $20.00-$30.00 per hour

    Flexible language requirement:
  • French not required
    Schedule:
  • 8 hour shift

    Ability to commute/relocate:
  • Lethbridge, AB: reliably commute or plan to relocate before starting work (required)

    Education:
  • Secondary School 1 year (preferred)

    • Example 7

    BIS Safety Software is a fast-paced, high-growth organization providing leading software for the safety industry. We are expanding our team and seeking a full-time Contract Administrator.

    As a member of our team, you will collaborate with our in-house counsel, business development team, and members of our leadership group to develop sales contracts for our growing customer base. This role requires a highly detailed individual who is comfortable working from existing contracts and implementing contract revisions.

    Our ideal candidate for this position will:
  • Be meticulous with details
  • Work professionally, effectively, and collaboratively with others
  • Be a strong written communicator
  • Possess strong listening and problem-solving skills
  • Enjoy working in a fast-paced environment
  • Exhibit strong organizational skills
  • Have a positive attitude and love to share ideas for improvement
  • Demonstrate strong computer skills including Microsoft Office, Sharepoint, Docusign, and Microsoft Excel.

    The successful candidate will be responsible for:
  • Drafting sales agreements for new clients, working from existing contract templates
  • Supporting contract negotiations of certain agreements, following guidelines laid out by In-House Counsel
  • Reviewing contracts with a critical eye for errors and omissions and assisting with document revisions
  • Managing a large database of existing and new contracts of varying complexity
  • Organizing and maintaining record and document handling systems for future reference on existing and new contracts, bids and proposals
  • Coordinating digital execution process for contracts.
  • Drafting client correspondence as needed
  • Administrative duties as required, including formatting and finalizing documents

    Qualifications:
  • 1 - 2 years of in-house contract administration experience
  • Contract Management Certificate, Paralegal or Legal Assistant formal training, or related training or experience is considered an asset.

    Why join us?

    At BIS, we pride ourselves in being very entrepreneurial in nature. Our office is an open environment that lends itself to collaboration and organic learning. We integrate new ideas and best practices quickly when they further the development our software and company. This flexibility is a key part of our culture and a reflection of our insightful and collaborative team.

    Another key part of our culture is our purposeful avoidance of titles. We don�t use titles as they don�t reflect the value we place in humility. In our eyes, all team members are valuable, everyone is willing to help accomplish goals, and everyone is driven to take their role one step further, so we don�t need titles!

    We'd love to hear from you

    If this describes you, please submit your r�sum� in confidence through this posting. Please include your phone and email contact information with your submission.

    We sincerely thank all applicants for their interest, however, only applicants selected for interviews will be contacted.

    Job Type: Full-time

    Salary: $40,000.00-$60,000.00 per year

    Benefits:
  • Casual dress
  • Company events
  • Dental care
  • Disability insurance
  • Extended health care
  • Flexible schedule
  • Flextime
  • Life insurance
  • On-site parking
  • Paid time off
    Schedule:
  • Monday to contract administration: 1 year (required)

    • What does a Contract Administrator do?

    A Contract Administrator serves a very important role managing contracts, both new and existing. They audit proposals to ensure all terms are covered, payment conditions are explicit, laws and regulations are correctly interpreted, and the firm’s interests are protected.

    A Contract Administrator is a professional position within a firm or department who is responsible for managing relationships between parties on a contract. They work directly with parties to prepare contracts and negotiate terms, using spreadsheets and electronic documentation management systems. They often report to a Contract Manager or other upper level professionals.

    Contract Administrator skills and qualifications

    A Contract Administrator is a professional role requiring someone with excellent leadership and organizational skills. They are also assertive and willing to take charge of managing bids, proposals, and contracts. Other skills and qualifications essential for a strong Contract Administrator candidate include:

    • Excellent analytical and problem-solving skills
    • Strong understanding of legal and contractual language
    • Able to work in a team and play a leadership role when needed
    • Attention to detail, especially with writing and editing
    • Able to work under pressure and tight deadlines while producing high quality, error-free content
    • Effective and clear communication, both written and spoken
    • Excellent knowledge of accounting and finance principles
    • Strong liaising and networking skills

    Contract Administrator experience requirements

    This is not generally an entry-level position. A strong candidate for Contract Administrator has demonstrated experience managing contracts and successfully negotiating beneficial terms for their previous firm(s). You may also prioritize candidates with advanced understanding of procurement and contract administration concepts applicable to your industry.

    Contract Administrator education and training requirements

    A strong Contract Administrator candidate generally has at minimum a bachelor’s degree in business administration, accounting, finance, or related field, or a combination of education and work experience. Coursework in contract assessment, business law, contract management, or other related subjects, is preferred. There are no professional certification requirements for this position in Canada.

    Contract Administrator salary expectations

    According to Indeed Salaries, the average annual salary for a Contract Administrator in Canada is $62,763. As there are different levels of seniority for this position across firms, the salary may be dependent on experience, location and company.

    Job description samples for similar positions

    If this Contract Administrator job description sample isn’t quite what you’re looking for, some other options for additional guidance include:

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    Contract Administrator job description FAQs

    What qualities make a good Contract Administrator?

    A Contract Administrator represents your firm in contract negotiations, so it’s essential to look for a candidate with excellent communication skills. Their role is also to represent your firm’s expectations and terms accurately and effectively. Prioritize candidates with demonstrated experience in these areas.

    What is the difference between a Contract Administrator and a Contract Manager?

    While there is some overlap between duties and responsibilities of these positions, a Contract Administrator ensures the language and terms of a contract are aligned with the goals of the signatories, before the contract is signed. A Contract Manager ensures that each party can carry out their contractual obligations once the contract has been signed.

    Why are Contract Administrators so important?

    Depending on the type of agreement your company is developing with another party, a contract may be a simple as a one page document, or may be thousands of pages long. The details, terms, and conditions laid out in a contract are essential to the running of your business. A Contract Administrator is therefore critical to the success of a project.

    Do Contract Administrators have different responsibilities in different industries?

    Duties and responsibilities for Contract Administrators may vary slightly between industry. For example, it is important for a Contract Administrator working for a hospital to understand healthcare principles and the extensive legal and regulatory framework that governs hospitals.

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