Job ID #31436: Contracts Coordinator

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

* Re-Post - Applicants who have previously applied for this position need not re-apply as they are already under consideration *

• Job ID #31436: Contracts Coordinator
• Union: CUPE Local 5167
• Job Description ID #: 383
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on February 25, 2026.
• Duration: for up to 12 Months
  This vacancy is for a period of up to 12 months as a result of an illness.
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  

SUMMARY OF DUTIES

Reporting to the Supervisor, Project Management Office, responsibilities include but are not limited to: co-ordinating the preparation and tendering of contracts, and administering specifications, policies, procedures and standards associated with the Division's mandate. Additionally, assist in the administration and interpretation of contracts through to completion.

GENERAL DUTIES

Co-ordinate the preparation of procurement documents for Request for Prequalification (RFPQ), Request for Proposals (RFP), Request for Tenders (RFT), and Request for Quotations (RFQ), ensuring the City’s Procurement Policies and Procedures are adhered to.  Review documentation and submissions for compliance, forward for approval and track as required.

Liaise with required internal and external support groups through the one window approach, including but not limited to: Procurement, Risk Management, Legal Services, Finance, as well as external consultants and contractors for the administration of the Division's programs.

Create, review, edit and track all associated administrative activities for the Division's program including but not limited to: change orders, addenda, purchase order requisition forms, contract for works agreements, bid submissions, award/non-award letters, payment certificates, contract administration forms, and project schedules.

Review contracts and ensure all required documents are received and complete including, labour and material bonds, performance bonds, insurance, and WSIB certificates.

Create and maintain as required the central filing system.

Lead continual improvement reviews on administration protocols, project management procedures, templates and forms and suggest/undertake required changes.

Manage the project tracking system and produce/create activity summary reports as required.

Prepare project initiation/tracking forms, project charters, request for tender/proposal forms and project completion updates as required.

Review, edit and provide comments on contract documents from consultants and staff.

Review engineering drawings and specifications issued for tender.

Maintain and update the City contract document templates and project management manual.

Research and recommend City specifications and contract policies and procedures.

Input and retrieve specification and contract data.

Receive and answer enquiries from staff, contractors, engineers, or other departments.

Train new and/or existing staff and students as required.

Operate equipment such as copier, scanner and printer.

Schedule contracts, arrange for site meetings with project teams, set contract tender periods, closing dates and advertising dates as required.

Represent the Division on contract documentation and project scheduling committees and/or working groups.

Perform other duties as assigned which are directly related to the major responsibilities of this position.

QUALIFICATIONS

1. Demonstrated knowledge of the principles and practices of construction contract administration normally acquired by obtaining a three-year Community College Diploma in Engineering Technology or an equivalent combination of relevant education and related work experience.
2. Considerable previous experience in similar Capital Works program within a Project Management Office (PMO) setting is preferred.
3. Considerable and relevant experience with the preparation of contract tender documentation with an understanding of construction specifications.  Experience in water and wastewater related Request for Prequalification (RFPQ), Request for Proposal (RFP), Request for Quotation (RFQ) and construction Request for Tender (RFT) preparation is preferred.
4. Comprehensive working knowledge in construction and contract administration and specification coordination.
5. Strong administrative skills with excellent attention to detail involving coordinating, reporting and tracking tendering documents gained through practical experience.
6. Must possess well developed interpersonal, verbal communication and writing skills.
7. Knowledge or demonstrated ability to understand and interpret all corporate policies and procedures including the applicable Health & Safety legislation, Construction Act, and the Procurement Policy By-Law.
8. Strong working knowledge of Microsoft Outlook, Word, Excel, Access and Sharepoint.  Working knowledge of Microsoft Project software an asset.
9. Knowledge or demonstrated ability to understand and interpret the Canadian Construction Document Committee 2 (CCDC) Stipulated Price Contract is preferred.
10.  Strong ability to organize and prioritize multiple tasks/assignments in order to meet deadlines.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.