Contract Administrator (Permanent, Full-Time)

Join us and help make a difference! At Grey County we work together to deliver essential public services that meet the needs of our communities. Grey County isn't just a great place to live; its also a great place to work!

We are proud to offer competitive wages and an attractive total compensation package. We support learning and continuous employee development, and champion career progression for our employees. We value work-life balance, so you can make the most of your career at Grey County, while making the most of your life in Grey County!

Applications will be accepted until Wednesday, April 30, 2025 at 11:59 p.m.

Purpose

As a Contract Administrator, you will play a pivotal role in ensuring the successful execution of municipal capital construction projects. Your primary responsibility will be to oversee contract administration and construction project management, ensuring adherence to project specifications and quality assurance, and to regulatory and safety standards. The ability to foster strong relationships with union inspection staff, contracted parties, and the general public is critical to successful construction projects.

Responsibilities

Under the direction of the Engineering Manager, the Contract Administrator will work closely with the Senior Engineering Technologist in all matters related to Contract Administration within the Grey County Transportation Services Department and will complete tasks in the following areas.

Contract Administration and Project Oversight

• Review and provide input related to constructability aspects of design drawings
• Review tender and contract documents in alignment with project objectives, past County standards and best practices
• Lead contract negotiation and award processes, working closely with contractors and project stakeholders to achieve cost effective and quality projects.
• Conduct regular site visits to monitor construction progress, review and discuss site issues with inspection staff and compliance with approved drawings and specifications
• Review and approve contractor progress payments and issue payment certificates in accordance with project budget management.
• Review project progress and maintain up to date budget projections for each capital construction project which includes actual costs spent and projected costs based on contract change orders and item overruns.
• Provide input and advice on the County's 10 Year Capital Plan and prioritization of projects based on road condition, traffic volume, budgets, etc.
  Relations and Communication
• Establish and maintain positive working relationships with staff, including union staff, contractors, and governing authorities
• Providing day to day supervision, coordination, and mentorship to Grey County unionized inspectors including training and review of past projects.
• Complete construction inspection performance appraisals for the union staff in the Construction Inspection roles.
• Preparing for, coordinating, and leading preconstruction, regular bi-weekly, and post construction meetings with municipal clients, Contractors, utilities, and other stakeholders, including preparation of meeting agendas and minutes. Attend and represent the County on Consultant managed projects.
• Address all inquiries, concerns, and change requests, negotiating as required to meet project goals
• Provide timely and accurate site inspection reports and project updates including budgetary concerns.
• Respond to resident concerns and inquires.

Contract Compliance and Documentation

• Ensure all construction activities adhere to standards, relevant laws, regulations, and safety standards.
• Scheduling, organizing, and maintaining records of materials testing, quantities, and contractor performance related to site instructions and change orders.
• Preparing electronic forms, record, progress payment documents, performance certificates, and other documentation along with issuance of all related correspondence.
• Ensure coordination of work with subcontractors, suppliers, and manufacturers throughout the construction process.
• Manage the financial aspects of projects in the construction phase including monthly project invoicing and budget management
• Complete bi-weekly project costing budget projections and determining fuel and asphalt index costing.

As-Builts and Asset Records Updates

• Complete and provide input for as-built drawing records using AutoCAD Civil 3D for capital projects.
• Work with IT/GIS department to ensure all capital asset data is updated to reflect construction records.

Knowledge and Skill

• Civil Engineering Technologist certification with OACETT or P.Eng. designation with PEO considered an asset
• Minimum of five (5) years of experience providing contract administration in municipal infrastructure with a strong focus on rural road reconstruction
• Understanding of contract documents, construction materials, building codes, and safety regulations
• Familiarity with the Occupational Health and Safety Act and Construction Regulations
• Knowledge of Microsoft Word, Excel, and other complimentary computer skills
• Good interpersonal and public relations skills
• Good communication skills, both verbal and written, to prepare and interpret technical reports and letters
• Good organizational skills to efficiently meet daily deadlines, deal with resident concerns, and respond to priority issues.
• Ability to perform duties with minimum supervision
• Fundamental knowledge of roadway transportation engineering principles and a strong understanding of road building materials and testing procedures
• Thorough knowledge of the Contract Administration, Book 7, OPSS and OPSD standards along with current and evolving trends in road construction
• Knowledge of survey methods, construction procedures and practices, and material sampling and testing methods.
• Knowledge of provincial legislation related to roads, environment, and drainage
• Ability to review and resolve issues that arise
• Ability to interpret specifications and negotiate.

Effort

• Maintain working knowledge of Grey County policies and procedures, provincial standards, procedures, and manuals as they are revised.
• Planning, scheduling, and prioritizing the work.
• Ability to manage multiple projects at one time
• Interpreting and implementing Grey County policies and procedures while conducting the work.
• Position involves freedom of movement and at times a great deal of walking.
• Significant public relations skills are required when dealing with property owners and curious citizens while in field.

Working Conditions

• The working condition involves 50% of the time in a normal office environment and 50% of the time in the field under all types of weather conditions. Potential serious hazards caused by the traffic, heavy equipment, and weather conditions
• Personal safety protective equipment includes CSA approved steel toed work boots, hard hat, safety glasses, florescent overalls or vests, and sun block.

Contacts
Internal Working Relationships

• Establishes and maintains cooperative working relationships with other County Staff, notably Director of Transportation, Engineering Manager, Senior Engineering Technologist, Administration Manager, Operations Manager, Finance Department (procurement), Area Foreman, unionized inspection staff and construction personnel.

External Working Relationships

• External relationships include general public, public utilities employees, provincial ministries and agencies, contractors, and municipal elected officials.

Impact of Error

• Errors in judgment, misinterpretation of specifications, misunderstanding design intent and/or survey layout could result in costly delays, impact project schedules, safety risks and result in liability to the County. Errors, lack of judgment and planning could result in the ineffective use of personnel and other resources.
• Design errors and misinterpretations could go undetected in the long term and lead to incorrect assumptions, low quality work being accepted without recourse, increased costs, and reduced asset life cycle.
• Improper contract administration of projects could result in unsafe conditions, set difficult precedents and incur additional cost to the County.
• Poor field negotiations could result in unsafe working conditions, additional and unexpected costs and/or shorter project life cycle, delivering poor value for money results.
• Poor judgment regarding drainage recommendations could result in environmental or flooding litigation.

Grey County is proud to be an equal opportunity employer, and promotes a culture of respect where all team members are valued for their unique talents, knowledge and lived experiences.

Accommodations are available for all parts of the recruitment process. Applicants are encouraged to outline accommodation needs when submitting their application. If alternate methods of application are required, candidates can email careers@grey.ca.

While we thank all candidates for their interest, only those selected for an interview will be contacted.

Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act, and will be used only to determine eligibility for employment.

Based on the nature of the position, pre-employment screening may be required including but not limited to; Criminal Record Searches, Financial Credit Inquiries; Educational and Credential Verification; Drivers Abstracts; Drug/Alcohol Testing; Pre-Medical Testing and Investigative Employment References.

Other details

• Pay Type Hourly
• Min Hiring Rate $46.10
• Max Hiring Rate $52.90

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