Office Administrator – Commercial Coordinator

Come help build the future, where our work makes the world work! Office Administrator – Commercial Coordinator Toronto, ON SUMMARY Reporting to the Commercial Manager, the Office Administrator provides administrative and operational support to the Commercial Department on major infrastructure projects. The role is responsible for coordinating documentation, maintaining commercial records, supporting contract administration processes, assisting with reporting requirements, and ensuring efficient communication between project teams, subcontractors, consultants, clients, and internal stakeholders., suppliers, and consultants in accordance with contract requirements and company policies. PRIMARY SCOPE OF ROLE: Maintain subcontract registers, commitment logs, and commercial trackers. Create and process purchase requisitions and purchase orders within company systems. Track purchase order status and follow up on outstanding deliveries, invoices, and documentation. Maintain procurement logs, bid registers, and supplier databases. Support the preparation, issuance, and execution of subcontract agreements, amendments, and change orders. Ensure subcontract files are complete and maintained in accordance with project procedures. Assist in the review and coordination of subcontractor progress payment applications. Verify receipt of required supporting documentation, including statutory declarations, insurance certificates, and compliance records. Coordinate with project controls, construction, and finance teams to support payment processing. Maintain logs for change events, subcontract revisions, and approved change orders. Assist commercial staff in tracking pricing submissions and contractual correspondence. Organize and maintain records related to subcontract variations and commercial negotiations. Support the preparation of change summaries and commercial reporting packages. Prepare and update subcontract status reports, commitment reports, and commercial dashboards. Coordinate receipt, tracking, and organization of vendor and subcontractor quotations. Assist with vendor onboarding and collection of required compliance documentation. Coordinate with project teams to ensure materials and services are procured in accordance with project schedules. Help ensure procurement activities comply with company policies, client requirements, and project governance procedures. Support the tracking of owner-directed changes, instructions, and contractual deliverables. REQUIREMENTS: Diploma or degree in Business, Construction Management, Engineering, or a related field. 1-2 years of experience in contract administration, commercial coordination, project administration, or procurement. Ability to interpret and manage contractual documentation. Understanding of subcontracts, change orders, and progress claims is considered an asset. Proficiency in Microsoft Excel, Word, Outlook, and Microsoft Office Suite. Familiarity with ERP systems. Experience with JD Edwards is an asset. Strong attention to detail and organizational skills. Analytical and problem-solving mindset. Strong communication and stakeholder management skills. Ability to manage multiple priorities in a fast-paced project environment. WHAT WE OFFER: Expected Base Salary: $60,000- $80,000 per year. The actual base salary will depend on several factors including experience, qualifications, internal equity, work location and market expectations. Annual performance-based bonus. Comprehensive group benefits program. Retirement savings program. Career growth and advancement opportunities. Disclaimers Artificial Intelligence (AI) Disclosure: We may use AI-enabled tools to support certain aspects of our recruitment process, including application screening and recruitment administration. AI-generated insights or recommendations are used to assist our hiring teams and are not the sole basis for employment decisions. All hiring decisions are reviewed and made by human decision-makers. Vacancy St…

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