Contracts and Vendor Specialist

Responsibilities

PRIMARY PURPOSE

Supports development, implementation and management of the full contract management & vendor management cycle. Administers commercial activities related to assigned contracts to ensure consistency with contracts’ terms and conditions, including but not limited to performance evaluation, progress review, change implementation, progress payment verification and certification, claim assessment and preparation of claim assessment reports etc. Supports vendor performance and risk management activities.

• Assists in the development of Contract & Vendor Management (CVM) Plans to ensure all aspects of assigned contracts are met and vendor is performing as per contractual obligations. Implements the CVM process from post-award through close-out. Maintains documentation in accordance with the procedures and practices.
• Supports CVM team in the development of contracting strategies, sourcing, negotiation, award, execution, contract management administration and close out of contracts. Supports the negotiation of contracts, when required and subsequent contracts administration management.
• Responsible for preparation of documentation related to formal notices, letters, changes, claims, reports and any other contract management documentation. Leads the negotiation and implementation of contracts changes and claims, when assigned.
• Highlights risks in the contracts to the stakeholders and supports in managing the identified risks. Collaborates with stakeholders and supports reporting manager to develop and implement risk mitigation plans, track risks and reports on any concerns.
• Tracks commercial activities related to assigned contracts to ensure compliance with contract terms and conditions. Collaborates with the reporting manager and stakeholders to ensure that claims assessment and change orders are promptly registered and dealt with appropriately, including but not limited to interim progress payment verification and certification, claim assessment and preparation of claim assessment reports.
• Liaises with cross‑functional teams internally, and with external stakeholders regarding commercial aspects of the assigned contracts. Supports the stakeholders in the interpretation and implementation of the contractual obligations and specifications to ensure adherence and compliance.
• Prepares contract amendments to ensure effectiveness of contractual change management and reviews financial implications. Reviews contract invoices, prepares documentation for contract closeout and ensures all documentation is processed and properly archived.
• Serves as a liaison with internal stakeholders for budget forecast and provisions for anticipated changes to the contracts. Participates in and leads, when assigned progress review meetings. Prepares monthly and quarterly reports on project performance in compliance with the internal and senior government requirements and brings anomalies to the attention of CVM teams.
• Prepares documents for progress review meetings on a regular basis with CVM team and stakeholders. Assists the CVM team to monitor and manage vendor performance and supports the CVM team with reviewing vendor performance based on the Vendor Performance Evaluation Plan.
• Implements contract management procedures and processes to ensure compliance with Trans Link’s policies and audits. Drafts and/or reviews letters regarding commercial/contractual matters.
• Collaborates with stakeholders to support development of the commercial aspect of business case. Provides materials for monthly meetings with senior leadership related to commercial, contractual, risk and vendor performance etc., as required.
• Manages contracts, under supervision of reporting manager, as required.

• University degree in Engineering and Quantity Surveying, Commerce, Business Administration or a related field plus a minimum of five (5) years progressive experience in the management of highly complex and high‑risk contracts.

• Solid knowledge of the concepts, principles, practices and techniques related to claim assessment, contract management, commercial…