Senior Contract Administrator

Position Type

Independent Contractor (Incorporated)

Contract Duration

1 year, with an option to extend for up to 2 additional years in one-year increments, at the TTC's discretion.

Location

Union Station, Toronto, Ontario. The role is primarily office-based, with the possibility of working remotely 2–3 days per week after training, subject to the hiring manager's discretion and business needs.

Work Schedule

Monday to Friday, 35 hours per week (7 hours per day

Remuneration

Competitive hourly rate, based on experience and qualifications.

Role Overview

We are seeking an experienced Senior Contract Administrator to support the Toronto Transit Commission's (TTC) Commercial Management Department. The successful candidates will be responsible for coordinating and administering a portfolio of Information Technology Systems (ITS) contracts, including contracts for software, licensing, technical support, maintenance, training, consulting, and other related services.

This role focuses on post-award contract management, ensuring that contractual obligations are fulfilled, vendor submissions comply with established terms and conditions, contract amendments are processed accurately, and commercial risks are appropriately managed.

The Senior Contract

Administrator will work closely with project delivery teams, vendors, internal stakeholders, and legal representatives to resolve contractual issues, monitor vendor performance, manage claims, and protect the TTC's commercial interests.

The ideal candidate will have at least five years of experience in contract administration and/or procurement, preferably within the ITS sector, along with strong analytical, organizational, negotiation, and communication skills. Experience in a transit agency or similarly complex operational or public-sector environment will be particularly valuable.

The TTC is seeking up to three Senior Contract Administrators for temporary full-time assignments.

Key Responsibilities

1. Contract Administration and Management

- Coordinate and administer the day-to-day contract management activities for an assigned portfolio of ITS contracts.
- Manage contracts relating to software, licensing, technical support, maintenance, training, consulting, and other technology-related services.
- Interpret contract terms, conditions, deliverables, obligations, and scope requirements to ensure consistent and appropriate administration.
- Monitor contractual milestones, obligations, deliverables, and performance requirements throughout the contract lifecycle.
- Ensure contract administration activities comply with TTC policies, departmental procedures, and applicable contractual requirements.
- Review contract documents and supporting records to confirm that contractual requirements are being applied accurately and consistently.
- Identify contractual risks, inconsistencies, and administrative issues and coordinate appropriate corrective actions.
- Maintain a clear understanding of the commercial implications of contract decisions and advise relevant stakeholders accordingly.

1. Contract Document Review and Compliance

- Review vendor submissions, including change requests, amendments, invoices, notices, and other contractual correspondence.
- Verify that submissions comply with contract terms and conditions, approved scope, pricing provisions, and applicable administrative procedures.
- Review and interpret tender documents, contract documents, and contractual requirements to ensure that the overall contracting strategy is implemented appropriately.
- Assess individual contract clauses and provisions to support consistent interpretation and application.
- Identify contractual ambiguities, inconsistencies, irregularities, and potential areas of non-compliance.
- Ensure that contractual documentation is complete, accurate, and properly supported before processing.
- Coordinate with project teams and vendors to obtain clarification or additional documentation where required.
- Maintain the integrity of contract administration processes and help protect the TTC's contractual and commercial interests.

1. Contract Changes, Amendments, and Variations

- Review and assess proposed contract changes, amendments, and variations to determine their rationale, scope, and contractual implications.
- Evaluate requests for changes against existing contract terms, approved deliverables, project requirements, and applicable commercial provisions.
- Coordinate the accurate and timely processing of contract amendments.
- Ensure changes are appropriately documented, reviewed, and approved in accordance with established procedures.
- Identify potential cost, schedule, scope, and contractual risks associated with proposed changes.
- Work with project delivery teams and vendors to resolve discrepancies or concerns relating to contract changes.
- Maintain accurate records of amendments, variations, change requests, approvals, and related correspondence.
- Apply claims avoidance and mitigation strategies when reviewing proposed changes and assessing their potential implications.

1. Contractual Issues and Risk Management

- Identify, assess, and advise on critical contract issues affecting project delivery teams, vendors, and other stakeholders.
- Investigate contractual inconsistencies, irregularities, and disputes, including issues related to vendor performance and compliance.
- Coordinate with relevant stakeholders to develop practical approaches to resolving contractual concerns.
- Assess contractual risks and recommend appropriate actions to minimize financial, operational, schedule, and commercial exposure.
- Escalate complex, high-profile, or sensitive contractual matters to the Commercial Manager.
- Support the implementation of claims avoidance and mitigation practices to reduce the likelihood and impact of contractual disputes.
- Maintain appropriate documentation of identified issues, resolution strategies,



decisions, and follow-up actions.

1. Claims Management and Commercial Enforcement

- Analyze the rationale, supporting documentation, and contractual basis for claims and proposed contract amendments.
- Assess claims against relevant contractual provisions, scope requirements, and supporting records.
- Support the development and implementation of claims management, avoidance, and mitigation strategies.
- Help enforce contractual obligations and conditions where required.
- Coordinate with internal legal representatives on contractual matters, negotiations, and dispute resolution.
- Provide support during negotiations and discussions involving contractual obligations, vendor performance, and commercial disputes.
- Assist with the application or enforcement of contractual remedies, including penalty clauses and liquidated damages, where applicable.
- Maintain accurate records of claims, supporting evidence, correspondence, decisions, and outcomes.
- Escalate significant commercial or legal concerns to the Commercial Manager as appropriate.

1. Vendor Performance and Stakeholder Management

- Establish and maintain effective working relationships with vendors, project delivery teams, and internal stakeholders.
- Monitor vendor compliance with contractual requirements, deliverables, and performance obligations.
- Work collaboratively with project teams to address vendor performance concerns and resolve contractual issues.
- Facilitate communication between stakeholders to clarify contractual requirements, responsibilities, and expectations.
- Provide guidance on contract administration procedures and the appropriate interpretation of contractual provisions.
- Support negotiations and discussions aimed at resolving commercial issues and maintaining contractual compliance.
- Identify opportunities to improve stakeholder coordination and commercial management processes.
- Escalate unresolved vendor performance issues and significant contractual risks to the Commercial Manager.

1. Contract Records and Documentation

- Maintain accurate and complete contract records in the Contract Management System (CMS).
- Record and manage contract changes, variations, invoices, amendments, correspondence, notices, and other contractual documentation.
- Ensure contract records are organized, current, and sufficiently detailed to support auditability and effective contract oversight.
- Verify that relevant documentation is appropriately recorded and retained in accordance with departmental procedures.
- Track contract milestones, outstanding actions, approvals, and key contractual events.
- Support the retrieval and review of contract records when investigating issues, assessing claims, or preparing management reports.
- Maintain documentation that provides a clear record of contract administration activities and decisions.

1. Contract Monitoring, Data Analysis, and Reporting

- Monitor assigned contracts and track progress against contractual obligations, milestones, deliverables, and other requirements.
- Analyze internal contract management data to identify risks, trends, outstanding issues, and areas requiring management attention.
- Prepare and provide contract status reports to management and project teams as required.
- Use data management and reporting tools to organize information and produce meaningful insights.
- Support management decision-making by presenting accurate, relevant, and timely contract information.
- Identify recurring contract administration issues and opportunities to improve reporting, monitoring, and control processes.
- Maintain visibility into contract amendments, claims, vendor issues, and other matters that may affect project delivery or commercial outcomes.

1. Commercial Management Process Improvement and Quality Assurance

- Support the consistent application of contract management policies, procedures, controls, and practices.
- Apply quality assurance and quality control principles to contract administration activities.
- Identify gaps or weaknesses in existing contract management processes and recommend improvements.
- Support the implementation of controls designed to improve the accuracy, consistency, and efficiency of contract administration.
- Promote sound documentation, approval, and reporting practices across assigned contracts.
- Contribute to the effective management of commercial risks and the continuous improvement of contract administration processes.

1. Other Responsibilities

- Perform other duties related to contract administration and commercial management as assigned.
- Comply with applicable TTC policies, procedures, workplace requirements, and confidentiality obligations.

Required Qualifications and Experience

Education

- Completion of a post-secondary college diploma or university degree in a related discipline, such as Business, Finance, Engineering, or a related field.
- An equivalent combination of education, training, and experience may be considered.

Qualified Experience
- Minimum of five (5) years of experience in contract administration and/or procurement within the public or private sector.
- Experience in the ITS sector is preferred.
- Experience with post-award commercial management within a transit agency or a similar industry is highly relevant.
- Strong knowledge of post-award contract administration practices in complex operational and public-sector environments.
- Demonstrated experience managing contracts and projects in a multifunctional environment.
- Experience reviewing contract documents, amendments, change requests,



invoices, claims, and contractual correspondence.
- Experience monitoring contract compliance, managing vendor relationships, and resolving contractual issues.
- Experience maintaining contract records and preparing contract status reports.
- Experience analyzing contract changes, amendments, and claims and supporting claims avoidance and mitigation strategies.

Technical Knowledge and Skills Candidates should demonstrate the following:
- Strong understanding of contracting principles, processes, methods, and practices.
- Ability to interpret contract terms, tender documents, and contractual obligations.
- Good understanding of legal and commercial issues associated with tendering and contract law.
- Ability to understand ITS, software, and technical issues relevant to technology contracts.
- Strong knowledge of contract administration and commercial management practices.
- Knowledge of claims management techniques and practices in large-scale, multifaceted environments.
- Understanding of accounting and scheduling principles relevant to contract management.
- Strong knowledge of data management and reporting tools.
- Ability to extract, analyze, and present contract information to support management decision-making.
- Knowledge of quality assurance and quality control principles and their application to contract management processes.
- Proficiency with personal computers and software applications relevant to contract administration.
- Ability to maintain accurate contract records and work effectively with contract management systems.

Core Competencies Analytical and Problem-Solving Skills: Ability to interpret complex contractual information, assess risks, identify inconsistencies, and recommend practical solutions.

Attention to Detail: Ability to review contract documents, amendments, invoices, claims, and correspondence carefully to ensure accuracy and compliance.

Contractual and Commercial Judgement: Ability to assess commercial implications, interpret contractual provisions, and support decisions that protect organizational interests.

Organization and Prioritization: Ability to manage multiple contracts and competing deadlines while maintaining accurate documentation and high-quality work.

Negotiation Skills: Ability to support commercial discussions, resolve contractual concerns, and work toward appropriate outcomes with vendors and internal stakeholders.

Communication Skills: Strong written, verbal, and presentation skills, including the ability to explain complex contractual issues clearly and concisely.

Stakeholder Management: Ability to consult and collaborate effectively with stakeholders at different organizational levels and with specialists across multiple disciplines.

Risk and Claims Management: Ability to identify contractual risks, assess claims, support mitigation strategies, and escalate significant issues appropriately.

Reporting and Data Analysis: Ability to analyze contract data and prepare clear, accurate reports that support management oversight and decision-making.

Independence and Accountability: Ability to administer contracts with a high degree of accuracy and quality without close supervision.

Multitasking and Time Management: Ability to prioritize competing tasks and maintain progress across multiple contract administration activities.

TTC-Specific Requirements

- Must have, or rapidly acquire, a comprehensive understanding of the Ontario Human Rights Code and related orders, including disability accommodation and accessibility requirements pertaining to passengers and employees.
- Must be able to work in accordance with applicable TTC policies, departmental procedures, and commercial management practices.
- Must be willing to sign the TTC's standardized Non-Disclosure Agreement (NDA) during onboarding.

Working Arrangements
- Work location: Primarily office-based at Union Station, Toronto, Ontario.
- Remote work: Potential to work remotely 2–3 days per week after training, subject to the hiring manager's discretion and business needs.
- Workweek: Monday to Friday, 35 hours per week.
- Daily schedule: Seven working hours per day, plus a one-hour unpaid lunch.
- Working hours: The hiring manager will determine the schedule before the assignment begins. Start times may be as early as 7:30 a.m. and end times as late as 5:00 p.m.
- Overtime: Overtime or lieu time may be required to meet business needs.
- Contract term: One year, with an option to extend for up to two additional years in one-year increments.
- Start date: Successful candidates are anticipated to start within 14 days of the Purchase Order date.
- Interview: Candidates must be available for an approximately one-hour, in-person interview with a TTC panel.

Resume Submission Requirements Candidates must submit a resume of no more than two (2) pages that clearly demonstrates their qualifications and relevant experience.

The resume should include

- Education, qualifications, and certifications.
- Professional experience in contract management.
- Number of years of direct contract management experience.
- Number of years of experience specifically as a Contract Administrator.
- Relevant contract administration and commercial management projects.
- Transit industry experience, including the candidate's role, responsibilities, and projects undertaken.
- Experience administering ITS, software, licensing, maintenance, support, consulting, or other service contracts, where applicable.
- Experience managing amendments, change requests, claims, vendor performance, and contract compliance.
- Experience with contract management systems, data analysis, and reporting tools.

Candidates should provide specific examples that demonstrate the scope of their responsibilities, the complexity of the contracts managed, and their contributions to contract administration and commercial risk management. Pay: $65.00-$75.00 per hour

Expected hours: 35.0 per week

Work Location: Hybrid remote in North York, ON

📌 Senior Contract Administrator (North York)
🏢 Olade Consulting
📍 North York