Contracts Coordinator

The Position

Contracts Coordinator

With our head office just steps from the Campbell River Sea walk, overlooking Discovery Passage, WestUrban Developments Ltd. is a vibrant, fast-growing real estate development company. Our leadership team has over 30 years expertise in construction management, customized development and development planning in Western Canada. We believe that positive relationships are the cornerstone for success, and we strive to build strong teams built on respect, integrity, and safety. Our entrepreneurial culture encourages and empowers our teams to create innovative solutions to overcome challenges. We have made significant investments into our business over the last few years setting the stage for a major expansion in 2023 and beyond. Come join us at this exciting time and be part of something incredible!

If this sounds like the place where you would like to grow your career, we are currently seeking a Contracts Coordinator to join our team. The successful candidate will be responsible for drafting initial contracts, change orders, terminations, and payment schedules, reviewing contracts for accuracy when they are returned, obtaining more information or signatures when required, and scanning and uploading contracts into our document management system. The Contracts Coordinator will process completed contracts including signing, raising associated Purchase Orders, maintenance of contracts database, and document filing. We rely on our Contracts Coordinators to ensure our contracts are accurate and fully processed in a timely manner. You must be organized, detail-oriented, and able to work under tight deadlines.

Responsibilities

  • Support the Project Management teams in the coordination and placement of contracts with selected sub-trades and professional consultants, in a timely manner, concurrently ensuring accuracy and resolving discrepancies;
  • Work with accounting personnel to ensure all contract documentation is in place and uploaded to accounting systems prior to progress payments being issued;
  • Maintain Contracts Management System, including contract document numbering system and document templates, which will be used to pre-qualify, register, track, organize, and maintain contractual documentation, such as completed market/competitive prices/quotes, sub-contracts, non-disclosure agreements, statements of work, and Certificates of Insurance;
  • Ensure compliance with legislative requirements including corporate registry, WorkSafe and builder’s lien legislation;
  • Ensure company standards are maintained for managing contracts and associated documents across numerous projects, through all phases of the development and construction lifecycle;
  • Conduct research and stay current on changes and trends in contract and construction law across multiple provinces;
  • Support the creation and ongoing administration of sub-trade contracts for all disciplines and across multiple provinces, as well as future contract needs as we continue to grow and expand our business;
  • Ensure requirements related to the collection, classification, retrieval, retention, and disposal of records, images, documents, and other contract related information is met;
  • Ensure that documents are authorized, issued and distributed correctly and in accordance with delegated authorities;
  • Provide a single coordination point for the management of project contract documents and records for assigned scopes/projects;
  • Monitor the effectiveness of Contract Management System and where necessary, identify and implement improvements to maintain efficiency;
  • Provide a high level of quality assurance and review on contract documentation and templates;
  • Other tasks as assigned.

Qualifications

  • Degree or diploma or equivalent experience in construction administration, real estate and contracts law or project management or relevant discipline;
  • Previous experience working in a project driven real estate development or construction related organization;
  • Advanced computer skills including advanced knowledge of MS Office;
  • Experience with accounting and project management applications an asset;
  • Understand budgets, construction schedules, and projections;
  • Self-motivated professional with a high level of initiative, a sense of urgency, and the ability to work in a fast-paced environment;
  • Collaborative team player with strong leadership skills willing to do what it takes to get the job done well and who enjoys a challenge;
  • Excellent time management skills with the proven ability to follow through and meet deadlines;
  • Excellent attention to detail with a high level of accuracy;
  • Ability to establish and maintain effective working relationships with staff at all levels of the organization;
  • Excellent verbal and written communication skills;
  • Ability to respond to issues and enquiries in a timely and professional manner; with a focus on finding solutions to challenges.

We provide a competitive salary, based on experience, and benefits package. This position can be located at any one of our office locations. Campbell River, Courtenay, Nanaimo, or Victoria, and is 100% office based.

We are committed to the principles of employment equity and encourage applications from all qualified applicants. We thank all applicants for their interest however only those selected for further consideration will be contacted. This job posting will remain open until the role has been filled.

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