Legal Compliance Administrator

Legal Compliance Administrator

Reports To:

Legal Risk Manager

We are seeking a highly organized and detail oriented Legal Compliance Administrator to provide administrative and compliance support to the Legal, Accounting, and Contract services teams. This role is responsible for supporting vendor registration and prequalification, insurance compliance administration, accounts receivable monitoring, lien and prompt payment tracking, and project closeout administration.

The position will play a key role in maintaining contractual compliance, managing critical project documentation, supporting risk management initiatives, and assisting with the implementation and administration of internal compliance processes across the company.

• Complete vendor registration forms and prequalification packages for customers, owners, general contractors, consortiums, and procurement platforms.
• Assist with reference checks, credit checks, and customer qualification reviews in accordance with internal procedures.
• Prepare completed registration and prequalification packages for review prior to submission.
• Gather, compile, maintain and update supporting documentation required for vendor registrations, customer qualifications and contractual compliance ensuring corporate, financial, insurance and qualification records remain current and readily accessible.

• Maintain and track Certificates of Insurance and ensure renewals are obtained prior to expiry.
• Upload, maintain, and manage insurance records within designated tracking systems.
• Monitor expiry dates and provide advance notice of upcoming renewals and required corrective actions.
• Request and collect insurance documentation from owners, general contractors, customers, and suppliers for review against contractual and project-specific requirements.
• Maintain accurate insurance compliance records and follow up to obtain current and compliant documentation.

• Assist with monitoring accounts receivable balances and aging reports.
• Identify and flag overdue accounts for Legal Manager’s review.
• Track payment status and support collection follow-up activities.
• Maintain records relating to payment status, collection efforts, and customer communications.

• Assist Legal Risk Manager with tracking lien preservation periods, holdback release periods, and other statutory deadlines.
• Monitor delinquent accounts and assist in identifying matters requiring lien preservation, collection efforts, or other legal action.
• Maintain tracking systems and reporting related to lien rights and prompt payment compliance.

• Assist Legal Risk Manager with the preparation, coordination, execution, filing, and maintenance of holdback release and project closeout documentation, including Form 7 Certificates, releases, and other documentation required under the Construction Act and applicable contractual requirements.

• Maintain organized contract files, project records, and compliance documentation.
• Provide administrative and compliance support to Legal, Contract Services, Accounting, and Project Management teams.
• Assist with the implementation, maintenance, and continuous improvement of compliance programs, tracking systems, risk management initiatives, and internal administrative processes.
• Assist with the organization, maintenance, and filing of legal matters, correspondence, collection files, claims documentation, and other legal material in accordance with internal document management procedures.
• Support special projects and other duties as assigned.

• Post-secondary education in Business Administration, Legal Administration, Law Clerk Studies, Construction Administration, or a related field.
• Minimum 2 years of experience in contract administration, legal administration, construction administration, compliance, or a related role.
• Strong organizational and document management skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Excel, Word, Outlook, SharePoint and other document management systems.
• Experience with construction contracts, lien legislation, insurance compliance, accounts receivable, or project administration is considered an asset.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information.