Contract Administrator

at  SYSTRA

:
SYSTRA Canada is part of the SYSTRA group, an international consulting and engineering group, a world leader in the design of transport infrastructures. SYSTRA Canada is an engineering and consulting firm whose primary focus is to offer transportation solutions, whether for passengers or goods: feasibility studies of building a new railway line, increasing the capacity of the existing infrastructure, privatization of a railway.
Understand better who we are by visiting www.systracanada.com.
Context:
The Contract Administrator will be responsible for initiating and leading tasks and processes, taking responsibility and being accountable, where relevant for the work and roles of others whilst exercising broad autonomy and judgement within broad parameters in there are of responsibility.
Responsible to the Lead administrator or Commercial Manager for relevant commercial/ contract administration/ cost aspects of the project.

Missions/Main Duties:

• Ensure that the CA’s/DP’s commercial position is protected using in depth understanding and experience of contractual, commercial, contract administration and cost processes.
• Some responsibility for effective client relationship management to encourage smooth commercial and contract administration progression of the contract.
• Some responsibility for effective DevCo relationship management to encourage smooth, collaborative commercial and contract administration progression on the contract.
• Provides liaison with the CA, DP staff, audit team and DevCo.
• Expected to help manage and provide development and support to the other commercial/ contract administration team members.
• Responsible for planning and managing own work and helping that of other commercial/ contract administration team members.
• Demonstrates and maintains a high level of integrity, commercial and technical knowledge and works closely with the CA, DP team and the DevCo to develop techniques and solutions to meet business and customer needs.
• Understands the impact of commercial and technical changes at strategic level withing the CA’s business industry/ sector.
• Anticipates and plans change in resources within the project.
• Provides commercial/ cost support to the estimating department.
• Has a good degree of understanding and working knowledge of project start up procedures and is actively involved in the implementation of those procedures when required.

The detailed day-to-day tasks with respect to the Contract Administration will be:

• Budget planning, forecasting and cost management. Cost benchmarking reports, provide elemental cost analysis information for benchmarking purposes.
• Overseeing all aspects of contract administration including payment certification, cost reporting, change management and reporting on progress.
• Checking time sheet records and invoicing from the DevCo.
• Preparing periodic invoice and reconciliation reports tracking data such as staff, labour, materials and indirect costs.
• Ensuring accuracy of all costs (baseline, forecast, commitment and incurred) are being captured, verified and reported.
• Identifying leading indicators/ trends for accurate forecasting
• Preparing graphs, diagrams, and other exhibits to illustrate cost status and forecast requirements for Project team.
• Assist during audits.
• Participation in Service Definition work planning (and ASP) drawing upon the functional teams in Project Controls, Production, Interface Management, Field Services, Quality, and Safety.
• Responsible for analysing and validating the RACI matrix for the project as it pertains to commercial issues.
• Manages prompt preparation and settlement of final accounts across the task activities, subcontractors, design firms and wider supply chain.
• Champion of Continuous Improvement, utilizing Lean manufacturing tools, specifically pertaining to changeover, efficiency and costing.
• Identify, manage, reduce and drive out unnecessary costs and inefficient activities.
• Monitor resources and costs to ensure that the project meets and/or exceeds its targets.
• Establish and maintain accurate and robust reporting structures and monitor resources and costs to ensure the project meets and/or exceeds targets.
• Provide substantial input to performance measurement systems, KRA/KPIs, implement long term improvement processes and monitor for results.
• Participate in key decision making, risk analysis and assessments.
• Ensure sustainability is at the heart of Program process and decision making to ensure the right decisions are made now and for the future.
• Help identify value engineering savings within the project designs and construction methods designs.
• Facilitate a project environment which is collaborative, inclusive, diverse and celebrates our differences.
• Create a high performing culture open to constructive challenge, seeking continual improvement and implementing lessons identified from past experience.
• Training and development, mentoring of junior staff

Profile/Skills:

• Minimum eight (8) years of relevant experience in large infrastructure and rail transit projects with renowned construction or consulting company(s)
• Minimum five (5) years of relevant experience working in large teams including Clients
• Establishing, chairing, recording, and reporting regular meetings (internally and with DevCo)
• Budget planning, forecasting and cost management. Cost benchmarking reports, provide elemental cost analysis information for benchmarking purposes
• Overseeing all aspects of contract administration including payment certification, cost reporting, change management and reporting on progress
• Bachelor’s degree in engineering, project management, commercial management, quantity surveying or equivalent
• Excellent command of the Office suite (Word, Excel, PowerPoint)
• Experience with analysis, construction and design scope
• Experience setting and analysing KPIs and relevant KRAs
• Experience with change management and implementation within a production environment
• Dynamic leadership and employee engagement skills
• Methodical, rigorous and proactive.

:
SYSTRA Canada is committed to having a diverse and inclusive workforce.
We are an Equal Opportunity Employer that values applications from all and offers employment equity based on the merits and abilities of candidates and personnel.
Note: In this description, the masculine gender is used for easy reading purposes and includes the feminine

Missions/Main Duties:

• Ensure that the CA’s/DP’s commercial position is protected using in depth understanding and experience of contractual, commercial, contract administration and cost processes.
• Some responsibility for effective client relationship management to encourage smooth commercial and contract administration progression of the contract.
• Some responsibility for effective DevCo relationship management to encourage smooth, collaborative commercial and contract administration progression on the contract.
• Provides liaison with the CA, DP staff, audit team and DevCo.
• Expected to help manage and provide development and support to the other commercial/ contract administration team members.
• Responsible for planning and managing own work and helping that of other commercial/ contract administration team members.
• Demonstrates and maintains a high level of integrity, commercial and technical knowledge and works closely with the CA, DP team and the DevCo to develop techniques and solutions to meet business and customer needs.
• Understands the impact of commercial and technical changes at strategic level withing the CA’s business industry/ sector.
• Anticipates and plans change in resources within the project.
• Provides commercial/ cost support to the estimating department.
• Has a good degree of understanding and working knowledge of project start up procedures and is actively involved in the implementation of those procedures when required

The detailed day-to-day tasks with respect to the Contract Administration will be:

• Budget planning, forecasting and cost management. Cost benchmarking reports, provide elemental cost analysis information for benchmarking purposes.
• Overseeing all aspects of contract administration including payment certification, cost reporting, change management and reporting on progress.
• Checking time sheet records and invoicing from the DevCo.
• Preparing periodic invoice and reconciliation reports tracking data such as staff, labour, materials and indirect costs.
• Ensuring accuracy of all costs (baseline, forecast, commitment and incurred) are being captured, verified and reported.
• Identifying leading indicators/ trends for accurate forecasting
• Preparing graphs, diagrams, and other exhibits to illustrate cost status and forecast requirements for Project team.
• Assist during audits.
• Participation in Service Definition work planning (and ASP) drawing upon the functional teams in Project Controls, Production, Interface Management, Field Services, Quality, and Safety.
• Responsible for analysing and validating the RACI matrix for the project as it pertains to commercial issues.
• Manages prompt preparation and settlement of final accounts across the task activities, subcontractors, design firms and wider supply chain.
• Champion of Continuous Improvement, utilizing Lean manufacturing tools, specifically pertaining to changeover, efficiency and costing.
• Identify, manage, reduce and drive out unnecessary costs and inefficient activities.
• Monitor resources and costs to ensure that the project meets and/or exceeds its targets.
• Establish and maintain accurate and robust reporting structures and monitor resources and costs to ensure the project meets and/or exceeds targets.
• Provide substantial input to performance measurement systems, KRA/KPIs, implement long term improvement processes and monitor for results.
• Participate in key decision making, risk analysis and assessments.
• Ensure sustainability is at the heart of Program process and decision making to ensure the right decisions are made now and for the future.
• Help identify value engineering savings within the project designs and construction methods designs.
• Facilitate a project environment which is collaborative, inclusive, diverse and celebrates our differences.
• Create a high performing culture open to constructive challenge, seeking continual improvement and implementing lessons identified from past experience.
• Training and development, mentoring of junior staf