Contract Administrator

at  Calian

For more than 40 years, Calian has been solving the world’s most complex problems by pairing the brightest minds with powerful technology. Calian solutions impact the world; from the satellites in space that connect us to the farms that feed us, from the medical professionals who care for us to the governments, schools and companies that make the world better every day.
Location
Remote, CAN
Ottawa, ON
Job Type
Full Time
This is a fully remote position based in Canada and operates within the Eastern Standard Time (EST) zone. Bilingualism in French and English is considered a strong asset.

POSITION OVERVIEW

The Contract Administrator (CA) is responsible for executing Calian business processes for contract execution of contracts in Calian’s Services Lines. As such, the CA is expected to maintain proficiency in all relevant business processes and procedures such that they support these Service Lines and their program(s), contracts and/or projects, the Contract Managers, direct workforce and our Customers. The Contract Administrator (CA) has both an outward facing role and an internal one.
In the outward facing role, the CA acts as the second line resource for personnel in the field (employees and independent contractors) and customers. Contract Management represents the first line support. In this customer service role, the CA excels in communication, problem-solving and interpersonal skills. Additionally, the CA provides administrative support to the Contract Manager in the areas of reporting and contract documentation.
In the inward facing role, the CA acts as the interface between the consultant “in the field” and Finance, Human Resources and Payroll. The CA is responsible for timeliness, accuracy and completeness of all contractual paperwork that supports and/or is related to the agreements with the employee, IC and the customer agreements.

The Contract Administrator is the primary administrative resource responsible for contract administration, as such the CA is responsible for:

• customer contract acceptance process: review and quality assurance of customer contracts received prior to them being submitted for management approval
• in-depth knowledge and understanding of the customer contracts and the IC agreements in order to ensure on-going compliance with all contractual arrangements including but not limited to: allowable travel expenses and required supporting documentation, restrictions on working schedules, over-time, leaves of absence etc; reporting requirements, 75% completion reporting etc
• adherence to Calian’s policies, processes and internal controls framework
• maintain working knowledge of applicable labour legislation that may impact Calian’s direct workforce – to the degree sufficient to escalate any issues as appropriate to the Contract Management and/or Human Resources team

QUALIFICATIONS

Education:
Human Resources/Business Administration College Diploma or University Degree or the equivalent combination of education and experience

Years experience:

• Minmum 2 years’ experience in a Customer Service or Administration role, preferably within an SAP environment
• Experience in dealings with Government Contracts or working knowledge of applicable Crown contract policies & practices would be an asset
• Intermediate knowledge using Microsoft Excel and Word
• Proficiency in French is an asset.

RESPONSIBILITIES

• Provide administrative support to the Contract Manager, including but not limited to:
• Provide support to direct workforce when Contract Manager is unavailable (excluding any HR issues)
• Generate reports/analyse data as required
• Provide second line of support (administrative) to direct workforce, including but not limited to:
• Respond to any queries received, escalating issues as appropriate
• Provide guidance on Calian’s policies, procedures and internal controls
• Assist with preparation of timesheets, invoices and travel/expense claims
• Customer Contract review and acceptance:
• Review Customer Contract documentation received against RFP and Proposal documentation to identify any discrepancies and escalate those to appropriate authority
• Identify key characteristics/parameters/clauses of each contract that needs to be adhered to
• Obtain management approval
• Administrative duties including but not limited to:
• Prepare all internal contract documentation required & obtain appropriate approvals (RICA/ICCN, ICA, requests for LOO, ECNs etc.)
• Obtain all required customer contract/independent contractor/employee information and forward to other work groups as required
• Maintain required SAP and Deskflow master data
• Ensure all timesheets, invoices and travel/expense claims are submitted within required timelines, review for accuracy, appropriate approval and compliance with contract clauses and budget
• Track and facilitate security clearances
• Escalate all expiring contracts to the Contract Management and follow up to ensure all required paperwork is submitted to extend or to end contracts as appropriate within payment and billing deadlines
• Provide accrual information at Month End to maximize revenue recognition and adhere to cut-off guidelines
• Maintain up-to-date process & procedure documentation and contract and billing paperwork files, including any electronic copies of all contract documentation as required in appropriate network directories
• Act as a liaison between direct workforce and Finance, Human Resources and Payroll
• If providing support to Calian’s Psychological Assessment contracts, the CA will provide coordination/collaboration efforts to the psychological assessment processes, including but not limited to:
• Ensuring that all process requirements and deadlines related to the coordination of candidates to receive psychological assessments and of the customer to receive any required reports are met or exceeded
• Working closely with the Consulting and Assessing Psychologists to ensure that all materials, reports, candidate lists, and final determinations required by the psychological assessment process and contracts are provided in a timely and professional manner
• Provide back-up for other CA team members when they are absent to ensure uninterrupted customer service to Calian’s direct workforce
• Provide support as required to other CA team members at Month End, Pay Week or other heavy-volume times to ensure the entire team meets the required deadlines
• Provide support as required with any process improvement initiatives, provide feedback on current processes with the goal of improving effectiveness and efficiency both for own role and overall processes that may include other teams

The Contract Administrator is the primary administrative resource responsible for contract administration, as such the CA is responsible for:

• customer contract acceptance process: review and quality assurance of customer contracts received prior to them being submitted for management approval
• in-depth knowledge and understanding of the customer contracts and the IC agreements in order to ensure on-going compliance with all contractual arrangements including but not limited to: allowable travel expenses and required supporting documentation, restrictions on working schedules, over-time, leaves of absence etc; reporting requirements, 75% completion reporting etc
• adherence to Calian’s policies, processes and internal controls framework
• maintain working knowledge of applicable labour legislation that may impact Calian’s direct workforce – to the degree sufficient to escalate any issues as appropriate to the Contract Management and/or Human Resources tea