Senior Subcontracts Administrator, Linewide

About the Project:

The Eglinton Crosstown West Extension will bring the Eglinton Crosstown LRT another 9.2 kilometers farther west, creating a continuous rapid transit line from the east end of Toronto into Mississauga. The Stations, Rail, and Systems (SRS) package encompasses the design, construction, integration, and commissioning of key project components.

Position Overview:

The Senior Subcontracts Administrator, Linewide is responsible for the administration, coordination, and commercial management of subcontracts supporting linewide delivery activities for the Eglinton Crosstown West Extension (ECWE).

Trillium Rail Partners (TRP) is delivering the Stations, Rail, and Systems (SRS) package, encompassing the design, construction, integration, testing, and commissioning of key transit infrastructure. Working within a complex, progressive design-build environment, the Senior Subcontracts Administrator provides senior-level subcontract administration support across multiple linewide workstreams and interfaces, ensuring subcontracts are administered in accordance with contractual requirements, project procedures, commercial objectives, and applicable governance requirements.

The role works closely with procurement, commercial, construction, project controls, design, quality, and legal teams, as well as subcontractors and suppliers, to manage subcontract administration throughout the project lifecycle. This includes supporting subcontract formation, change management, correspondence, payment administration, claims management, close-out, and maintaining accurate commercial records.

Key Responsibilities:

Subcontract Administration

- Lead the day-to-day administration of assigned linewide subcontracts from award through final completion and close-out.

- Review and interpret subcontract terms and conditions to ensure contractual obligations, deliverables, notices, and commercial requirements are properly understood and administered.

- Maintain comprehensive subcontract files, registers, correspondence logs, and commercial records.

- Monitor subcontractor compliance with contractual requirements, including insurance, bonding, reporting, deliverables, milestones, and other obligations.

- Provide guidance to project teams regarding subcontract administration processes and contractual requirements.

Commercial & Contractual Management

- Support the administration of complex subcontracts involving major infrastructure, rail, systems, construction, and linewide scopes.

- Identify contractual risks, obligations, and potential commercial issues and escalate them to the appropriate project and commercial leadership.

- Support the preparation and administration of contractual notices, correspondence, instructions, and other formal communications.

- Maintain accurate records to support the project's contractual position.

- Work with project teams to ensure contractual issues are identified and addressed in a timely manner.

Change Management

- Lead or support the administration of subcontract changes, variations, change orders, and amendments.

- Review and coordinate supporting documentation for proposed changes, including scope descriptions, cost submissions, schedules, and technical information.

- Track change requests and maintain change registers.

- Coordinate with construction, engineering, project controls, and commercial teams to assess the scope, schedule, and cost impacts of changes.

- Support negotiation and resolution of subcontract changes in accordance with delegated authority and project procedures.

- Ensure approved changes are accurately incorporated into subcontract records and commercial forecasts.

Payment Administration

- Coordinate the review and processing of subcontractor progress payment applications.

- Verify that payment submissions are supported by appropriate documentation and align with contractual requirements and verified progress.

- Coordinate with construction and project controls teams to confirm progress, milestones, and completion status.

- Support the preparation and processing of payment certificates and related documentation.

- Track payments, commitments, and outstanding commercial matters.

Claims & Dispute Management

- Support the identification, assessment, and administration of subcontractor claims, notices, and potential disputes.

- Maintain accurate records of claim-related correspondence, supporting documentation, and key contractual events.

- Coordinate with commercial, legal, project controls, and project management teams to support claim analysis and response development.

- Assist in the preparation of contractual responses and documentation supporting dispute avoidance and resolution.

- Proactively identify issues that could develop into claims or disputes and support timely mitigation.

Procurement & Subcontract Formation

- Support the procurement and award process for assigned subcontract packages.

- Coordinate with procurement and technical teams during tendering, bid evaluation, clarifications, and negotiations.

- Assist with preparation and review of subcontract documents, scopes of work, commercial schedules, and contract exhibits.

- Support subcontract award recommendations and approval documentation.

- Ensure executed subcontract documents are properly controlled and communicated to relevant project teams.

Stakeholder & Interface Coordination

- Work closely with Linewide Construction, Systems, Design, Quality, Project Controls, and Procurement teams to support effective subcontract delivery.

- Act as a key commercial interface between TRP and assigned subcontractors.

- Participate in subcontractor meetings and support resolution of contractual and commercial issues.

- Coordinate with internal stakeholders to ensure technical, schedule, quality, and commercial obligations are aligned.

- Support management of interfaces between multiple subcontract packages and project workstreams.

Reporting & Project Controls

- Maintain and report on subcontract status, commitments, changes, payments, claims, and key commercial risks.

- Prepare regular subcontract administration reports, dashboards, and management updates.

- Support cost forecasting and reporting by providing accurate subcontract commitment and change information.

- Coordinate with project controls teams to ensure subcontract information aligns with project budgets and forecasts.

- Track key contractual dates, notice periods, deliverables, and milestones.

Subcontract Close-Out

- Lead or support commercial and administrative close-out of assigned subcontracts.

- Ensure final changes, claims, payment obligations, warranties, releases, and close-out requirements are addressed.

- Coordinate collection and verification of required close-out documentation.

- Maintain complete and auditable subcontract records through final completion.

Qualifications:

- Bachelor's degree or diploma in Business Administration, Construction Management, Engineering, Quantity Surveying,

- Commerce, or a related discipline.

- Minimum 8–10 years of progressive experience in subcontract administration, contract administration, commercial management, or procurement within major construction or infrastructure projects.

- Demonstrated experience administering complex subcontracts on major infrastructure, transit, rail, heavy civil, or transportation projects.

- Experience working within a progressive design-build environment is strongly preferred.

- Strong experience with change management, progress payments, contractual correspondence, claims, and subcontract close-out.

- Experience working with large, multidisciplinary construction and engineering teams.

- Strong commercial and contractual acumen.

- Excellent negotiation and stakeholder management skills.

- Strong analytical and problem-solving capabilities.

- Excellent written and verbal communication skills, including preparation of formal contractual correspondence.

- High level of attention to detail and accuracy.

- Ability to interpret complex contractual documents and identify potential risks.

- Strong organizational and time-management skills.

- Ability to manage multiple subcontract packages and competing priorities in a fast-paced project environment.

- Ability to exercise sound judgment and maintain confidentiality when handling commercially sensitive information.

- Proficiency with Microsoft Office, particularly Excel and Word.

- Experience with ERP, procurement, contract management, project controls, or document management systems is an asset.

What TRP Can Offer You:

- Competitive Salary

- Medical, dental, and vision insurance

- Employer Matching Retirement Program

- Life insurance

At TRP, we are committed to providing an environment of mutual respect where equal opportunities are available to all applicants and teammates. Accommodation is available upon request for applicants throughout the recruitment and selection process.

We thank all applicants for their interest. However, only those selected for an interview will be contacted.