Job DescriptionYour Opportunity We are seeking a motivated Contract Administrator to join our construction and contract administration team supporting major civil and municipal infrastructure projects in the Ottawa area and across Ontario. Projects may include water and sewer systems, treatment plants, pump stations, roadway and site works, and related infrastructure.
In this role, you will help administer construction contracts on behalf of Stantec and our clients. You will coordinate communication among clients, contractors, field inspectors, designers, and technical specialists; maintain clear project records; and support the timely resolution of contractual, technical, schedule, quality, and cost matters. The successful candidate will combine sound judgment, strong documentation practices, and a collaborative but firm approach to contract administration.
Key Responsibilities- Administer construction contracts in accordance with the contract documents, applicable standards, and established project procedures.
- Act as a primary point of coordination among the client, contractor, site inspection team, design team, project controls, and other stakeholders.
- Review, coordinate, and track RFIs, submittals, shop drawings, site instructions, contemplated changes, change directives, change orders, non-conformance reports, and related correspondence.
- Assess proposed changes for scope, cost, schedule, and contractual impacts; maintain change logs and support negotiations and recommendations to the client.
- Review contractor progress payment applications, quantities, supporting records, holdbacks, allowances, and statutory documentation, and prepare recommendations for certification.
- Monitor project schedule submissions, progress, critical activities, delays, and recovery measures; maintain records of schedule-related issues and support the review of claims or requests for time extensions.
- Chair or support construction progress meetings, prepare concise meeting records, assign action items, and follow up on outstanding decisions and deliverables.
- Work closely with site inspectors to review daily reports, testing results, deficiencies, field changes, and matters requiring escalation or design input.
- Monitor compliance with quality, environmental, permit, and health and safety requirements within the limits of the consultant's contractual role, and promptly escalate observed concerns.
- Maintain complete, accurate, and defensible project records, including correspondence, decisions, photographs, cost records, meeting minutes, and document revisions.
- Support substantial performance, deficiency management, commissioning, turnover, warranty, and contract closeout processes, including verification of required closeout documentation.
- Use Microsoft Office, Procore, Bluebeam, and other project management systems to document, track, and report contract administration activities.
QualificationsEducation and Experience- Post-secondary diploma or degree in civil engineering technology, construction management, engineering, or a related field, or an equivalent combination of education and relevant experience.
- Minimum 5 years of relevant experience in construction contract administration, project coordination, site inspection, or infrastructure delivery. Candidates with strong transferable construction experience may also be considered.
- Experience with municipal, water, wastewater, linear and vertical infrastructure, heavy civil, or multidisciplinary construction projects is preferred.
- Working knowledge of construction contracts, drawings, specifications, RFIs, submittals, change management, progress payments, scheduling, quality control, and project closeout.
- Ability to interpret contract documents, identify contractual or technical issues, distinguish facts from assumptions, and escalate matters appropriately.
- Excellent written and verbal communication skills, including the ability to prepare clear, concise, and objective project records and communicate professionally with clients and contractors.
- Strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities in an active construction environment.
- Proficiency with Microsoft Word, Excel, Outlook, and Teams. Experience with Procore and Bluebeam or similar construction management tools is an asset.
- Professional designation or eligibility for registration with PEO, OACETT, or another relevant professional body is an asset.
- Valid Ontario driver's licence and access to a vehicle. Travel to project sites and occasional work outside regular business hours may be required depending on project needs.
