Contract Administrator - Procurement

Do you have experience as a procurement contract administrator for a public company and are familiar with public tendering procedures?

A parapublic organization, which is committed to promoting the social and urban development of Montreal, is looking for several contract administrators for its offices located near the Rosemont metro station. Working hours are Monday to Friday from 8:30 a.m. to 4:30 p.m.

These are permanent, full-time terms.

Examples of tasks and responsibilities:

Stream 1: Contract Awarding

- Supports requests for tenders, with or without weighting system, for all categories of contracts.
- Confirms the validity of key elements of the request such as the approval of the authorized expenditure holder according to the delegation of authority, the budget estimate, the detailed description of requirements, the presence of a technical or descriptive specification and the breakdown of costs;
- Prepares the tender schedule taking into account the deadlines for publication, the deadline for filing complaints, the date of the information session and visit, the contract start date and any other element that may delay the award of the contract on time;
- Plans and coordinates the tendering process. Prepares documents in collaboration with the applicant or procurement specialist when there is a high complexity or issue and publishes them on the SEAO;
- Defines compliance and eligibility criteria and prepares, in collaboration with the applicant, individual evaluation grids when there is a weighting system;
- As the designated official in the call for tenders, follows up on the questions forwarded by bidders and, if necessary, prepares and publishes addenda in accordance with the law, while assessing the impacts of the publication of the addendum on the schedule, estimate and deadline for filing complaints;
- Acts as secretary of selection committee, ensures the integrity of the process and drafts the committee's report;
- Verifies the eligibility of bidders and the conformity of bids and prepares the comparative table of bids;
- Negotiates, with the applicant, the price when there is only one compliant bidder. Prepares a draft recommendation to the Director General or the Board of Directors for the granting, renewal or cancellation of the contract;
- Verifies the validity of guarantees, bonds, insurance, licenses and permits;
- Conducts requests for tenders with a certification or qualification process and issues calls for interest in order to solicit the contract;
- Supports more complex OTC procurement requests and price requests;
- Enters the required information during the stages of the procurement cycle and proceeds to the request for the creation of new suppliers;
- Ensures compliance with the company's contract management policy and the directive concerning the award of contracts.

Stream 2: Contract Management and Administration

- Participates in the start-up meeting with the supplier and ensures compliance with the conditions of the contracts;
- In collaboration with the applicant, documents all contractual occurrences (amendments, penalties, adjustments, etc.) and supports the applicant in managing problems with the supplier and accompanies the applicant in the performance evaluation process;
- Records all relevant information supporting the termination of the contract, if applicable, and collaborates with legal counsel;
- Monitors actual expenses (volume of business), identifies significant deviations with planning and proposes possible solutions;
- Assesses with the applicant and the procurement specialist the appropriateness of renewing the contract and prepares documents for renewal;
- Receives requests for amendments from the applicant, validates compliance with applicable laws, policies and directives, evaluates the request and prepares the required documents;
- Processes requests for increase, reallocation or advance of business volume in accordance with applicable laws, policies and directives and prepares the required documents;
- Performs various follow-ups during the contract, including renewals and validity of insurance, bonds, monitoring of the compliance status of CNESST and CCQ certificates, required licenses and permits (RBQ, BSP) and authorizations to contract;
- Supports the procurement specialist in identifying key issues and recurring problems and participates in the search for solutions;
- Ensures, when required, the performance of any related activity that he is reasonably able to perform.

Profile sought
-Significant experience in public tendering processes. Knowledge of public procurement processes. Knowledge of legislation, trade agreements and public management processes.
-Bachelor's degree in administration option supply management or operations and logistics management and 2 years of experience in a comparable position in a purchasing department, or equivalent training and experience.
-Good knowledge of French and English, spoken and written, and mathematics.
-Very good customer service.
-Being a member of the Supply Chain Management Association (SCMA) is an asset.
-Great responsiveness, analysis and rigor in the management of files.
-Organization and coordination of several files simultaneously.
-Management of priorities.
-Nice negotiation skills.

Looking for a new challenge? Is procurement your field? We are waiting for your application!