Job ID #31767: 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

• Job ID #31767: 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 March 11, 2026.
• Vacancy type: This posting is for an existing vacancy 
• 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

Reports to the Senior Project Manager, Engineering Services, Design, under the general supervision of the Project Manager. The Contract Co-ordinator is responsible for the co-ordination, preparation and tendering of City contracts and administer specifications, policies and standards.

GENERAL DUTIES

• Co-ordinate the preparation and tendering of City contracts by ensuring contract documents comply with City tendering practices and policies.  Approve final contract documents for tender.
• Review, edit and complete contract documents, schedules of quantities, specifications and contract special provisions. 
• Review and interpret engineering drawings.
• Review and edit contract documents from consultants and staff and ensure compliance with engineering design drawings. 
• Interpret plans and specifications for contractors, staff and the public.
• Co-ordinate the publishing of tenders onto the electronic bidding platform with the City’s Procurement department
• Receive and answer enquiries from staff, consultants, engineers, other departments and municipalities. 
• Receive and answer tender enquiries and determine the need for addenda, revisions to contract documents and plans. 
• Maintain and update the City standard specifications and contract documents templates. 
• Research and recommend City specifications and contract policies and procedures.
• Maintain historical contracts listings for reference. Input and retrieve specification and contract data. 
• Direct and train new staff and students.
  
• Operate equipment such as, copier, scanner and printer.
  
• Schedule contracts, arrange bidders site meetings, set contract tender periods and closing dates.
• Prepare Request for Quotes for various works, such as  day-lighting of utilities to determine location of underground structures and tree removals.
• Represent the Public Works Department in Specification and Project Scheduling Committees.
• Assists the Project Manager of Contracts with facilitation of the Standards and Approved Products Committee meetings.
• Perform other duties as assigned which are directly related to the major responsibilities of this position. 
• Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to occupational Health and Safety.
  

QUALIFICATIONS

1. Demonstrated knowledge of the 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 experience with the preparation of contract tender documentation and an understanding of construction specifications. 
3. Comprehensive working knowledge in construction and contract administration and specification coordination
4. Strong administrative skills with excellent attention to detail involving coordinating, reporting and tracking tendering documents gained through practical experience. 
5. Must possess well developed interpersonal, verbal and writing skills.
6. Knowledge, or demonstrated ability to understand and interpret Corporate policies and procedures including the Ontario Health & Safety Act and Purchasing Policy. 
7. Working knowledge of Outlook, Word, Excel, MS Teams and Webex.  Working knowledge of MS Project software an asset.
8. Ability to organize and prioritize multiple tasks/assignments in order to meet deadlines. 
9. Must possess a valid Ontario Class “G” Driver’s Licence.

THIS POSITION REQUIRES A VALID CLASS “G” DRIVER’S LICENCE AND PROOF THEREOF IS REQUIRED AFTER HIRE.

SALARY:

Salary Grade M

HOURS:

35 per week

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.

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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.