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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Example 1

McIntosh Perry is growing to meet demand – and we need you! As a growing engineering and related professional services firm, we are building on our strong National reputation by maintaining our commitment to ethical work practices, a quality product and exceptional service. With more than 600 employees in offices across Canada, McIntosh Perry is expanding its scope and looking for new talent to join our supportive, dynamic team. Our core values validate everything we have believed in since our company started: Walk a mile in someone else’s shoes - Treat others as they would like to be treated Make Momma proud - Do the right thing Every McIntosh has a core - Be a leader Pass. Shoot. Score. - Becoming excellent together Did you dot the i's and cross the t's? - Personal responsibility Don’t forget to cut the ribbon - Making a difference If you are looking for an opportunity to work with a collaborative, hard-working and dedicated team of professionals and have fun, then this could be the right opportunity for you. For more information about McIntosh Perry, to see why it's such a great place to work and one of the fastest growing engineering firms in Canada visit our website at [website] Duties AND As a member of our Contract Administration Group, you will be responsible for all aspects of contract administration related to various construction site projects for different field office locations. Experience on two previous projects is required, including one project worth over $5 million in value. Duties include, but are not limited to: Supervising Site Inspectors working on various construction site projects at different field office locations; Promoting and overseeing compliance with health and safety regulations; Reviewing preliminary site plans for regulation compliance; Preparing reporting, quantity measurements, claims and payment certifications; Liaising with contractors and clients; and Other duties as assigned. Qualifications University degree in Civil Engineering and registered as a [website] with the PEO or College diploma in Civil Engineering and Oacett designation as a rcca; Completion of MTO T131 - Advanced Claims - Dispute Resolution course; Demonstrated experience as a Contract Administrator on at least two (3) Ministry of Transportation (MTO) or municipal projects with at least one (1) having had a value of at least $5,000,000; Strong computer skills (Microsoft Word, Excel and Outlook), familiarity with AutoCAD and Civil 3D would be considered an asset; Ability to interpret construction drawings and specifications; Excellent communication, judgement, organizational and interpersonal skills; Possess a valid driver's license and have access to a vehicle with valid registration and insurance; and Ability to work flexible schedules and travel to site locations within the area. McIntosh Perry is an equal opportunities employer offering a competitive salary and benefits to those with the skills suited to the needs of our clients. McIntosh Perry welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. (Referral Program Class A)

Example 2

Overview: Are you interested in the fast-changing business of Information and Communications Technology? Would you like to be part of a team that engages with the industries’ leading brands? IDC Canada, located in the downtown Toronto core, is looking for a Cloud System Administrator for the management of marketing and sales web applications, IT systems, networks, infrastructure, and platforms. As a member of the Digital Platforms team, the Cloud System Administrator will provide functional and technical support. IDC’s collaborative, innovative and entrepreneurial culture is the perfect place for you to discover your future. This is a contract role for 6 months with the option to extend. The successful candidate will be employed by Workforce Logiq, on assignment to IDC Canada. The role is currently remote due to COVID-19. Responsibilities: Manage and monitor 24x7, multi-cloud footprints powering IDC Digital Platforms. Manage the development, staging, and production environments; deploy, maintain, monitor, troubleshoot, security management. Maintain end user documentation for hardware/software applications, support logs, and other related information; researches and recommends project related network and server hardware and software. Participate in the company InfoSec requirements as per the requirements. Install, configure, upgrade and automate IT systems, virtual networks, and infrastructure. Ensure proper monitoring, alerting, capacity planning and reporting in development, staging, and production environments. Work with vendor support contacts to resolve business and technical problems. Qualifications: Post-Secondary Education Degree/Certificate/Diploma in IT, Computer Science or equivalent. 3-5 years’ experience as a Cloud System Administrator or System Administrator in Web applications environment. 1+ years of experience with public cloud providers: IaaS/other PaaS AWS Certifications preferred. Advanced knowledge of Windows/Linux servers, Web Servers, Database servers, Internet protocols, and technologies, including network hardware concepts (firewalls, routers, load balancers, etc.). Ability to automate the infrastructure operations with scripting languages. Ability to multitask in a fast-paced & changing environment. Practical experience of the following technologies is required: Windows Server [phone number]R2 and above Infrastructure configuration and change management. Windows patch management. Windows firewall Active Directory Hardware security appliance IIS 8.5 and above MS SQL Server DNS Management Ability to automate using scripting languages like PowerShell, Ansible, AWS CloudFormation. System Monitoring Methodologies About IDC: International Data Corporation (IDC) is the premier global provider of market intelligence, advisory services, and events for the information technology, and consumer technology markets. IDC helps IT professionals, business executives, and the investment community make fact-based decisions on technology purchases and business strategy. More than 1,100 IDC analysts provide global, regional, and local expertise on technology and industry opportunities and trends in over 110 countries worldwide. For 50 years, IDC has provided strategic insights to help our clients achieve their key business objectives. IDC is a subsidiary of IDG, the world's leading technology media, research, and events company. IDC is an Equal Opportunity Employer. Applicants and employees are considered for positions and are evaluated without regard to mental or physical disability, handicap, race, color, religion, gender, gender identity and expression, ancestry, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or other categories protected by law.

Example 3

Here at Dialog, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share. Sustainability is a broad multidimensional challenge that includes questions of equity and climate justice. Our Dialogers are well positioned to play a meaningful role in planning for and reducing the effects of climate change in our work. We are a multi-disciplinary collaborative of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, and landscape architects who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and do-gooders, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. Join us! *How you'll make a difference: * * Chair start-up meetings and regular construction meetings with contractors and owners * Establish job protocol and lines of communication between owner, architect, engineers, contractor, subcontractors (if applicable), and vendors (if applicable) * Review construction site for general conformance of the contract documents and enforce all aspects of the contract * Monitor and review contract progress, validate Progress Claims * Respond to requests for information and provide quick consultations, solving problems as they arise * Manage all contract communication including Supplemental Instructions, Proposed Change Notices, Change Orders, Change Directives, Submittals, etc. * Be proactive in making recommendations to Owner and maintaining documentation so contract can be fairly enforced * Provide impartial guidance to resolve conflict or negotiations in a fair and reasonable outcome to all parties * Review As-built drawings and O&M manuals * Provide feedback on any design-related changes/issues * Mentor and develop junior team members *Who you are: * * 5+ years of experience in Contract Administration * Significant experience overseeing small-medium projects (< $50 million construction value) with minimal supervision, including discipline coordination and working with Clients, Authorities Having Jurisdiction, and Contractors directly as required * Prior experience as a captain using Revit is an asset * Proficient in project field reporting, field reviews, payment certification, site document processing (CCN/RFI/SI) and contract change procedures * Strong building science background with an excellent understanding of construction process, methods and materials * Strong analytical and problem-solving skills * Proven track record of maintaining high quality standards while working within tight deadlines * An in-depth knowledge of building codes and construction procedures * Compelling interpersonal skills and effective written and verbal communications skills * Ability to handle stressful situations with a high degree of professionalism and composure * A comprehensive knowledge of relevant engineering, pertinent legislation and standards * A thorough knowledge of procurement and contracting principles, methods, procedures and practices including contract administration relating to changes, claims and delays * Knowledge of Onware considered an asset * A vehicle and driver’s license are required Dialog is adopting a hybrid work culture, which we believe helps our people build the career and life they want, so you can be your best self, at work and home. Dialog celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age and race. In accordance with Dialog’s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process. Job Type: Full-time

Example 4

AGF Rebar Inc., part of the AGF Group, is a leading provider of reinforcing steel products to general contractors and developers, for residential, commercial and industrial buildings, highway bridges and other structures. AGF Rebar Inc. is presently seeking a *Contract Administrator* to join the Project Management team. *Main Job Responsibilities: * * Review contracts/PO (specifications, Appendices, Supplementary conditions, etc.) to ensure the correct material and services have been included; * Provide contract summaries and ensure the contract is in accordance with our company policy; * Determine or negotiate contract terms and conditions, with assistance from management; * Maintain detailed and organized files; * Maintain an organized system of physical and digital records; * Manage paperwork related to contracts; * Explain terms and conditions to managers and interested parties; * Ensure that employees understand and comply with company contracts; * Track authorizations and correspondence; * Maintain an audit file for each contract which will include the original contract, all correspondence, amendments, clarifications, payment schedules; * Perform closing activities as needed; * Communicate with the clients to negotiate the contracts. *Qualifications and Requirements: * * Post-Secondary degree or diploma in Project Management related subject preferred; * 1-2 years related experience in construction contract administration is an asset; * Excellent management and interpersonal skills, with the ability to work as an individual contributor and team player; * Exceptional communication skills, both written and verbal; * Must be very have strong organizational and time management skills; * Ability to meet critical deadlines, with a strong sense of urgency; * Proficiency in MS Office; * Good interpersonal communication skills; * Good negotiator; * Good organizational skills and ability to set priorities; * Strong capacity for teamwork. AGF Rebar Inc. welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Job Type: Full-time Additional pay: * Bonus pay Benefits: * Dental care * Disability insurance * Employee assistance program * Extended health care * On-site parking * Vision care Schedule: * 8 hour shift

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.

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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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