Procurement & Contract Administration Lead

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The Procurement & Contract Administration Lead will be responsible for overseeing the administration of construction projects within the Facilities Services department.

• Document project plans, including detailed timelines, budgets, scopes of work, and resource allocation, ensuring alignment with the organization’s objectives and strategic priorities.
• Coordinate project meetings for Department to ensure all stakeholders are aligned; take minutes and prepare them for distribution.
• Assist in defining project deliverables and ensure clear communication of expectations to all parties involved.
• Track one-year warranties and flag them for team prior to expiry.

• Monitor project progress against milestones and deliverables, track timelines and budgets.
• Prepare and distribute regular project status reports, including updates on progress, budget expenditures, risk assessments, and any variances to the original plan.
• Identify and resolve issues or delays promptly, coordinating with project managers and stakeholders such as Maintenance Services, including one-year warranties and other documentation (e.g., initiating contracts and documents in Docusign).
• Organize and conduct project review meetings, documenting outcomes and ensuring follow-up on action items.

• Prepare, review, and manage contracts with architects, engineers, contractors, and consultants, ensuring all terms and conditions are clearly defined for review by Project Manager; obtain signatures (in Docusign as requested), issue contracts, and file finalized agreements. Track and coordinate the development of bid documents, Request for Proposals (RFPs), and contract awards in collaboration with Strategic Procurement and Legal teams.
• Administer contract amendments, and change orders, and ensure all contractual obligations are met, maintaining detailed and accurate records of all contract-related activities.
• Advise on contract terms and conditions as needed, ensuring the best value and alignment with project objectives.

• Ensure all projects and contracts comply with relevant laws, regulations, and organizational policies.
• Develop, maintain, enter, audit, and archive comprehensive documentation for all projects, including contracts or signed agreements, amendments, correspondence, approvals, vendor invoices, MERX awards, change orders, and compliance records.
• Prepare for and facilitate internal and external audits, ensuring all documentation and processes meet compliance requirements, including Project Information Guide.

• Act as the primary point of contact for project and contract-related inquiries, facilitating effective communication (including building notices) between all stakeholders, including project teams, vendors, maintenance services and senior management.
• Regularly update internal departments such as Strategic Procurement, Finance, and Legal to ensure project and contract goals and requirements alignment.
• Facilitate communication with external stakeholders, including regulatory agencies and community partners, ensuring transparency and compliance with all regulatory requirements.

• Establish and maintain positive relationships with vendors and suppliers, ensuring a fair and equitable process in the awarding and management of contracts.
• Support procurement processes including but not limited to tracking vendor of record (VOR) progress, assisting with reference checks, maintaining VOR rotation lists, processing request awards.
• Coordinate with vendors and suppliers to resolve any issues related to contract performance, ensuring projects remain on schedule and within budget.
• Facilitate vendor performance reviews and manage supplier evaluations to ensure quality and cost-effectiveness.
• Department administrator for Tender Repository including coordinating question responses with Project managers, closing out and tracking awards, declining bids, and following up with vendors, as required.

• Collaborate closely with project managers, engineers, architects, and other team members to ensure that all administrative aspects of projects are effectively managed.
• Provide guidance and support to project teams on contract management and compliance matters, fostering a culture of accountability and transparency.
• Assist project teams in identifying potential risks and developing mitigation strategies to ensure project success.

• Participate in leadership meetings within the Facilities Services/Design and Construction department, contributing to strategic planning, policy development, and decision-making.
• Lead, mentor, and manage administrative staff, providing training and development opportunities to enhance skills and knowledge in project and contract management.
• Responsible for hiring,…