Office Administrator – Commercial Coordinator

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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 Status: This posting is for an existing job vacancy.

GIP does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners directly engaged by our Human Resources team for specific searches. Unsolicited submissions will not be eligible for placement fees.

We thank you for your interest. Only those selected for an interview will be contacted.

Green Infrastructure Partners Inc. “GIP”, is an equal opportunity employer and encourages women, Indigenous peoples, persons with disabilities and members of visible minorities to apply. We seek to hire individuals with diverse characteristics, backgrounds and perspectives.

We believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences. GIP will provide accommodations to job applicants with disabilities throughout the recruitment process. If you require an accommodation, please notify us and we will work with you to meet your needs.