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Job Description

Contract Administrator

Rate TBD
Location Toronto, ON Canada (On-site)
Type of project Administration Finance, Sage Accounting
Duration contract ongoing
Education required College/University
Years of experience 2 - 5 years
Type of employment N/A
Area of Specialization Business
Languages required N/A
Workhoppers Toronto ON

Job Summary: The Administrator will work under general
supervision of the Project Manager. Performs the function of
Administrator using sound judgment and application of procurement and
logistics best practices, standards and policies, managing work and
attaining of business objectives while adhering to budgets and
deadlines. Responsibilities and Duties: Responsible for spare parts
orders inquiries and request for quotations (RFQ) from receipt of
inquiry request to submission of proposal, in a timely fashion and in
accordance to ISO standards and procedures. * Update and maintain
database to produce reliable status reporting systems. * Define scope
in conjunction of engineering and quality requirements. * Obtain
quotes from suppliers and subcontractors and negotiate prices and
terms. * Prepare cost estimates and review with respective functions
ahead of proposal release. * Prepare Proposal Letter and submit to the
customer * Follow up on proposals status with customer and attend to
clarifications as needed. * Ensure received purchase orders' scope and
terms and conditions conformity to proposal. * Acknowledge purchase
orders in a timely fashion with the company assigned reference and estimated
delivery. * Coordinate orders execution among cross functional team
including Engineering, Quality, Finance as well as subcontracts and
vendors. * Ensure adherence to contractual clauses and terms including
documentation, payment, invoicing, bonds, letter of credits, insurance
and applicable terms and conditions. * Accountable for on time
delivery (OTD) for products and services and margins retention. *
Support purchasing and logistical efforts for capital and major
projects to ISO standards. * Accountable for proposals and purchase
orders accuracy, reliability and compliance to ISO. * Conform to
quality and health safety requirements at all times and promote the
highest standards among supply chain and subcontractors. * Obtain
non-disclosure confidentiality agreements from suppliers before
drawings release. * Ensure latest and released drawing revisions with
relevant QA requirements, and documentation requirements are
communicated to suppliers and subcontractors. * Participate in
periodical progress review meetings for spare parts and projects as
needed. * Identify risks and assess impact on contract performance and
develop response plans. * Keep track of contract changes, update
delivery impact and document approvals. * Maintain complete, reliable
and organized electronic filing folders * Track incoming and outgoing
freight. * Maintain an inventory of spare parts. * Package parts and
consolidate small packages for shipment, and ensure packaging and
labelling meets contractual requirements. * Prepare all required
shipping documentation, packing lists, customs invoices, B13's,
certificates, labels. * Be prepared to travel to local vendor premises
for inspection/labelling purchased components. * Verify incoming
shipments against the packing slip and purchase order * Receive parts
in our company database and file packing slips electronically on our company Server *
Distribute the received parts in accordance with project requirements.
* Support purchasing and logistical efforts for MRO and office
supplies Required Qualifications: * Post-Secondary education related
to Business and/or Technical Studies. * Experience in specifying &
procuring mechanical and electrical components and manufacturing
processes. * Experience in logistics, transportation, shipping terms
and customs procedures. * Experience with utilising MS Office,
Databases & MRP systems. * Ability to read technical drawings and
familiarity with technical terminology. * Exceptional organisation and
communication skills both verbal and written in English.
Specific schedule:
  Mon Tue Wed Thu Fri Sat Sun

-April 6, 2023


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