Contract Administrator

Location: GTA

Full-Time, Permanent

Dexterra, is a dedicated, integrated services company that provides quality integrated facilities management, workforce accommodations and forestry services for our clients across Canada in the natural resources, aviation, defence, retail, commercial and healthcare sectors.

At Dexterra, we create exceptional customer experiences that make our clients shine. Powered by passionate people, we bring the right teams with the right skills together to turn problems into solutions and challenges into moments of ingenuity.

Because, service matters!

Job Description

The Contract Administrator works independently within a team-oriented environment to provide support to the Contract Representative and the Facilities Management team.

The role: ensures flow of business processes in an efficient and timely manner; maintains complete and accurate records/files; establishes clear lines of communication while building positive relationships with staff members and clients; and ensure finance, human resource, operations, administrative and database information is current.

The Contract Administrator is the first point of contact and interacts with a variety of personnel.

Things You Are Great At: 

  • Preparation of reports, presentations, memorandums, proposals and correspondence.
  • Maintain financial reports and monthly accrual reports.
  • Create and manage purchase orders and invoicing.
  • Ensure time/absence tracking for employees is completed.
  • Assist with HR responsibilities, including recruitment and orientation of new hires.
  • Administration of payroll.
  • Make travel arrangements as required.
  • Serve as the “go-to” person for office enquiries.
  • Provide reactive and proactive customer service to our various clients.
  • Oversee office-related equipment and supplies, including telephone/voicemail systems, furniture, stationary and printers/copiers, contacts IT support for repairs or replacement as required.
  • Assist with scheduling appointments, meetings and other events.
  • Answer phones, direct calls, send and receive all mail and packages.
  • Prepares correspondence and summary documentation for Client and/or Contract Representative.
  • Maintain Terms of References, Standard Operation Procedures and Policies and Procedures
  • Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
  • Ability to work in a fast paced environment.
  • Proficient with Microsoft Office applications such as Microsoft Outlook, Word, Excel, and PowerPoint to support the department’s activities.
  • Performs other related duties as required and as assigned by the Contract Representative.
  • This role is part of an Integrated Facilities Management Solution that provides a diverse portfolio of services to our client. A requirement of this position, in addition to the duties listed above is to provide other services as required. These duties are assigned at the sole discretion and frequency of Dexterra as a strategy to respond to timelines and penalty avoidance specific to this contract. While tasks assigned will not require staff to perform tasks requiring certifications they don’t hold, they will be asked to provide tasks as required to maintain a positive and supportive relationship with our client.  This could be up to 20% of the job requirement in any given fiscal year.


  • College Diploma in an office administration or related discipline.
  • Plus 2 years secretarial/administrative experience
  • Ability to obtain Government of Canada Security Clearance at the Reliability Level is a Mandatory requirement
  • A positive outlook, excellent communication skills (verbal and written) and strong interpersonal skills are required
  • Excellent or advanced proficiency in use of computer programs (Word, Excel and Internet), photocopier, phones (landline and mobile)

Additional Information

What We Are Looking For:

  • Must demonstrate initiative and have the ability to work independently
  • Must be a self-starter
  • Must be able to meet timelines and target dates
  • Must attend meetings as required
  • Must participate in educational programs and in-service training
  • Must ensure all jobs are completed as per the specifications of the contract
  • Must maintain required logs – timesheet, mileage, invoices, safety logs and others as required
  • Strong evidence of reliability, punctuality and attendance
  • Must have a professional appearance
  • Documented proof of Worker or Supervisor health and safety awareness training, as applicable (as per Ontario’s Occupational Health and Safety Act regulations). This training can be provided to the successful candidate if needed.

As an employer of choice, we treat all our employees consistently and fairly to help you achieve personal and professional ambitions.

Dexterra is committed to an inclusive, barrier-free recruitment and selection processes. Please advise Human Resources if you require accommodation in these processes.

We thank all applicants for considering a career with Dexterra!

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