Company : City of Toronto
Salary : Details not provided
Location : Ontario

Full Description

    Job Category: Engineering & Technical
    Division & Section: Engineering & Construction Services, ECS Engineering Support Services
    Work Location: METRO HALL, 55 John St, Toronto, M5V 3C6
    Job Type & Duration: Permanent, Full Time
    Hourly Rate and Wage Grade: $37.43 - $41.00, TF0354, Wage Grade 11
    Shift Information: Monday to Friday, 35 Hours per week
    Affiliation: L79 Full-time
    Number of Positions Open: 9
    Posting Period: 31-MAY-2021 to 14-JUN-2021

Major Responsibilities:
Reporting to the Supervisor of Contracts, Tenders & Payments, the Coordinator Contract Administration performs and assists in the tendering, awarding, execution and financial administration of design and construction related contracts and agreements for various City divisions and its agencies.

  • Coordinates the preparation and submission of procurement documents, including Tenders, RFPs, RFQs, and associated contracts for capital works projects
  • Coordinates the preparation of RFSQs to establish roster lists for professional services. Processes work assignments
  • Provides administrative support to Project Leads within the scope of the Contracts, Tenders & Payments Unit responsibilities
  • Prepares and coordinates the complete execution of legal documents for construction related contracts. Ensures "as-to-form" conformance of procurement documents and legal agreements with City standards/policies and legislative requirements as relates to capital projects
  • Liaises with Purchasing & Materials Management Division, Legal Services, Toronto Water, Transportation Services, Solid Waste Management and other corporate partners and client divisions on issues related to capital projects
  • Prepares Unbalanced Bid Analysis reports
  • Prepares documents and coordinates award process for Capital projects with Purchasing & Materials Management Division and other City divisions
  • Prepares purchase requisitions and coordinates with Purchasing & Materials Management Division for purchase order issuance
  • Provides capital cost accounting, conducts statistical analysis and research; evaluates and tracks tender item costs, and prepares various payment certificates and holdback releases using respective software
  • Issues billing requests for costs recoverable from 3rd parties
  • Tracks and reconciles non-payment items, registers adjudication and lien cases and their resolution
  • Tracks and monitors all activities related to contracts and purchase orders (tracks milestones, initiates closing contracts, purchase orders, etc.)
  • Ensures achievement of corporate and divisional KPI objectives and compliance with legislative requirements.
  • Responsible for tracking, filing and maintaining contract documents for legal and audit purposes
  • Generates reports from complex databases and performs analysis using spreadsheets

Key Qualifications:

Your application must describe your qualifications as they relate to:

  • Post-secondary education in a related field, or an equivalent combination of education and experience
  • Experience with contract administration support, such as assistance with processing of RFQs, REOI's, RFP's or tenders in a larger organization
  • Experience with general accounting and cost control, including cost accounting and processing vendor invoices
  • Experience with purchasing and financial modules of ERP systems (such as SAP ECC and SAP ARIBA)
  • Considerable experience with using MS Office Suite (i.e. Word, Excel spreadsheets and formulae)

You must also have:

  • Highly developed interpersonal and conflict resolution skills
  • Well-developed written and oral communication skills with the ability to communicate at all organizational levels
  • Ability in working as a part of a team
  • Ability to plan, prioritize, organize assignments and work with minimal supervision
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces
  • Ability to prepare and execute legal documents
  • Ability to work effectively with colleagues, provincial officials, consultants, solicitors and other internal and external clients
  • Sound judgement in public and personal relations
  • Knowledge of the procurement processes, documents and techniques
  • Knowledge of municipal and interrelated government legislation, policies and procedures

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.


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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