The Contracts/PO Administrator creates base contract and extra purchase orders (PO’s), provides administrative support and coordinates the documentation required to tender out, scrutinize and enter bids and finalize agreements between the company and its subcontractors and suppliers as well as maintaining subcontract and extra pricing to support the Contracts Manager/VP.
Responsibilities include but are not limited to:
Purchase Orders:
- Prepare, generate, issue and amend PO’s
- Electronically issue all PO’s and extras to trades
- Be the main point of communication with trades regarding PO’s addressing and assisting with trade and site queries
- Create change orders for upgrades/option products and or amendments to contract.
- Assist Newstar Coordinator with upgrade/option products and pricing.
- Notify trades on changes on Décor changes/re-selections.
Contracts Administration:
- Provides administrative support and coordinates the documentation and meetings required to finalize agreement between the company and its subcontractors and suppliers.
- Adheres to requirements for purchasing and production information required for entry into Newstar and act as the key gatekeeper ensuring consistency, accuracy and adherence to such.
- Extracts, formats and aids in creation of budget reports from System/Excel for approvals.
- Prepare Dropbox and assist Contracts Manager or VP with tendering process.
- Track contract expirations in NEWSTAR through the applicable processes; creates amendments to contract documents and uploads into NEWSTAR as required;
- Provide daily support to trades through fielding, responding to and/or redirecting inquiries and addressing inquiries with respect to processes to assist trades, where appropriate.
- Enters data into Newstar for subcontract pricing & extras. Downloading of subcontractor pricing from Newstar to Excel Tender Analysis and preparation of site/trade specific tender files.
- Obtains and enters into Newstar trade pricing for upgrades and extras including “Custom” extras.
- Aid in the resolution of invoice problems.
- Completes the digital entry of the approved direct cost budgets for projects into the Newstar system within strict deadlines.
- Creates and maintains summary reports of trades as well as other summaries, lists and report as directed and required.
- Provides administrative support to the Contracts Manager/Department VP.
- Sends out and follows up with new supplier set-up in the system.
Position Qualifications:
Education and Experience
- Post-secondary diploma or degree in Administration, Purchasing or Computer Applications would be considered an asset.
- Three to five years progressive experience in an administrative role, with a heavy inclination towards working with numbers and spreadsheets.
- Exposure to Low Rise residential construction would be an asset.
Skills and Attributes
- Advanced MS Office skills in Excel (particularly formulas & Macros), Word (i.e. mail merge) and Outlook, with above-average speed. Newstar system knowledge a definite asset.
- Strong data entry keyboarding skills.
- Excellent written and oral communication skills, particularly in understanding/resolving problems.
- Detail-oriented with high degree of accuracy in inputting and checking data.
- Strong work ethic with ability to work independently, be flexible, prioritize workloads, meet deadlines and work well under pressure.
- Extremely well-organized with strong analytical skills.
- Ability to build and maintain relationships internally and externally and thrive in a collaborative team environment.
- Open minded and a forward thinker with a desire to learn and take on new opportunities.
- Strong research skills with an aptitude towards math would be considered an asset.
- Exposure to or understanding of architectural drawings would be considered an asset.
