Senior Contract Administrator

Description:

Our Operations Commercial Management team is seeking an experienced Senior Contract Administrator who will be tasked with managing variety of contracts critical to Metrolinx’s daily Rail Facility and/or other operations.

What will I be doing?

 Prepares, reviews and administers contracts for Commercial Operations (e.g. capital, construction, consulting, preventative maintenance, facility operations contracts) during various stages of the contract management process, including working with internal project teams and business units to define scope of project work and project specifications, identifying potential project risks and mitigation strategies to ensure risk mitigation and management, value management and cost control, leading the development of procurement documentation, monitoring contracts to ensure contracts are aligned with procurement /contract management strategies and are complying with the terms and conditions set out in the contractual agreements, and working with the Finance group to obtain budget approval for new contract tenders. 
 Reviews, validates and analyses the Division’s requirements, tenders and contract documents and determines/administers sourcing or category strategies to ensure that the overall contracting strategy and individual clauses/terms are applied appropriately and consistently to reduce risk and protect the interests of Metrolinx. Reviews contract management documentation to ensure required clauses are included and recommends changes/revisions where omissions/inconsistencies occur. 
 Identifies and advises on the resolution of a range of critical contract issues including contractor performance, and monitors contractor adherence to the terms of contractual agreements through vendor governance, enforcing contractual obligations and conditions by engaging internal legal representation as well as providing assistance in negotiations and resolution of matters, or enforcement of penalty clauses, Liquidated Damages, etc. Escalates politically sensitive issues/matters as well as those without precedent to Management. 
 In conjunction with internal business units, develops risk mitigation strategies for contracts/projects (e.g. developing key indicators to identify when a risk may become a claim) to ensure the compliance of contracts and change orders to minimize corporate liability throughout the lifecycle of the projects. 
 Contributes expertise and advice to the design, planning, development and implementation of Operations’ contract management systems, standards and operational procedures, including recommendations to improve/adjust contract management processes, procedures, requirements, etc., based on the specific/unique needs of individual contracts, while ensuring alignment with corporate and statutory requirements and meeting the needs of internal and external clients/stakeholders. 
 Recommends/implements contract administration best practices and lessons learned from internal sources (e.g. internal business units). Monitors contract performance through the tracking of administrative and financial metrics to ensure compliance with contractual agreements. Liaises with various internal stakeholders (e.g. internal project teams, Procurement, Legal, Finance etc.) with respect to all aspects of contract administration and risks including claims and dispute resolution. 
 Assists in standardizing and updating wording for terms of reference and supplemental conditions by recommending revised/updated language to ensure consistency in application and interpretation. 
 Systematically manages contract-related correspondence and documentation and ensures tracking of contract deliverables is proactively managed. 
 Develops memos, meeting minutes, power point presentations and reporting documentation to provide updates, and utilizes influencing skills to achieve desired outcomes. Conducts financial and contract analysis and develops reports and presentations based on analytical findings, to support planning and decision-making by commercial management leadership, Senior Management, and the Board. 
 Supports contract negotiations in collaboration with internal stakeholders including Operations divisions and legal; provides input to contract terms and conditions, including lessons learned and commercial best practices. Prepares written internal and external correspondence to advise of non-conformance with contractual terms, identify escalation issues, financial reconciliation, claims, and other commercial related items that needs to be formally communicated by the Commercial Management team. 
 Leads internal review of invoices with all relevant stakeholders to validate charges and request revisions from the contractor accordingly, and manage the invoice processing procedure. 
 Analyzes administrative, operational, and / or project-related processes and procedures, and develops and implements streamlined solutions for identified inefficiencies; Maintains industry knowledge including trends, products, processes, and best practices. Prepares and manages distribution of information. Advises, mentors and coaches team members and other employees on topics related to the incumbent’s area of expertise and guide junior employees in their day-to day activities; and other duties as assigned. 

What Skills and Qualifications Do I Need?

 Completion of a degree in Contract/Construction Law, Contract Management, Procurement or a related discipline or a combination of education, training and experience deemed equivalent. 
 Demonstrated years’ experience in the contract management and administration of large multi-million dollar contractual agreements, ideally for an owner/public sector. 
 LL.B./JD, Certified Construction Contract Administrator (CCCA) designation and/or any procurement designation would be an asset, not mandatory. 
 Knowledge of commercial and operational contract administration. 
 Knowledge of design and construction/commercial programs, standards and processes to provide contract administration/management expertise/advice for construction/commercial/operational/consulting projects. 
 Ability to analyze numerical data, and develop/generate reports including charts and graphs. 
 Prior working experience in the rail fleet maintenance and rail operations industry is an asset but not mandatory. 
 Skilled in the development and communication of internal contract administration policies, procedures and best practices. 
 Experience in the interpretation of contract law, and Ontario legislation would be considered an asset. 
 Excellent oral/written/presentation/interpersonal skills 
 Experience in using contract administration systems, such as Primavera Contract Manager and Oracle Unifier would be considered an asset 
 Proficiency in MS Office (e.g. Outlook, Word, Excel, PowerPoint, Project, etc.). 
 Strong understanding of contract law and/or contract administration, including developing terms and conditions, quotations, negotiations, procurement, acquisitions, and dispute resolution. 
 Strong stakeholder skills to conduct and manage commercial management meetings and working sessions with internal and external stakeholders, and result orientation towards key objectives. 
 Strong influencing/negotiating, as well as political acumen capabilities to deal with a variety of stakeholders, agencies, and staff, to ensure successful outcomes and achieve goals.