Contract Administrator
Administration · Full-time
Ottawa, ON, Canada · Remote
CAD 55k-55k / year
About Calian
At Calian, we help organizations overcome obstacles, manage risks, and drive progress. Since 1982, we’ve grown from a small consulting firm into a trusted global company across defence, space, health, nuclear energy, public safety, and government.
We create innovative solutions that tackle complex challenges and help organizations and communities stay resilient, informed, and connected. If you’re driven by purpose and energized by solving real-world challenges, we want you on our team.
Position Overview
We are looking for a detail-oriented and adaptable Contract Administrator to support contract execution and administration at Calian. You will provide administrative support to Contract Managers, respond to inquiries from employees and independent contractors, and help ensure contractual documentation is accurate, complete and processed on time.
In this role, you will work closely with Finance, Human Resources, Payroll and other internal teams. You will join an inclusive and fun team culture that values strong communication, collaboration, continuous learning and the ability to adapt to changing processes.
Responsibilities
- Provide administrative support to Contract Managers, including reporting, data analysis and contract documentation
- Respond to administrative inquiries from employees and independent contractors, escalating issues when appropriate
- Provide guidance on applicable policies, procedures and internal controls
- Assist with the preparation and review of timesheets, invoices and travel and expense claims
- Review customer contract documentation against RFP and proposal documentation, identify discrepancies and escalate them to the appropriate authority
- Identify key contract requirements, parameters and clauses to support ongoing compliance
- Prepare internal contract documentation and obtain the required approvals
- Collect customer, independent contractor and employee information and forward it to the appropriate teams
- Maintain required SAP and Deskflow master data
- Review timesheets, invoices and travel and expense claims for accuracy, approval, timeliness and compliance with contract requirements and budgets
- Track and facilitate security clearances
- Monitor expiring contracts and follow up on the documentation required to extend or conclude agreements within payment and billing deadlines
- Provide month-end accrual information to support revenue recognition and cut-off requirements
- Maintain current process documentation and organized electronic contract and billing files
- Act as a liaison between the direct workforce and Finance, Human Resources and Payroll
- Provide backup support to other Contract Administrators to maintain uninterrupted customer service
- Support the team during month-end, pay week and other high-volume periods
- Participate in process improvement initiatives and provide feedback to improve effectiveness and efficiency
- Perform other duties as required within the scope of the role
Qualifications
- College diploma or university degree in Human Resources or Business Administration, or an equivalent combination of education and experience
- Minimum of 2-3 years of experience in a contract administration position or role of similar capacity
- Experience working with government contracts or knowledge of applicable Crown contract policies and practices is an asset
- Experience with invoicing, timesheets and basic accounting activities
- Experience using SAP and Concur will be considered a strong asset
- Exceptional attention to detail and strong organizational and time-management skills
- Ability to gather, prioritize and analyze information effectively
- Ability to manage multiple priorities and projects while remaining calm and flexible
- Experience communicating and collaborating with internal and external stakeholders at all levels
- Ability to provide additional team support during month-end, pay week and other high-volume periods
- Ability to work effectively both independently and as part of a team
- Strong problem-solving skills and the ability to follow through and deliver results
- Bilingualism (English/French) will be considered an asset for this role but is not required
Additional Requirements
- This role requires eligibility to obtain a Canadian Government Security Clearance at the Reliability level
- Willingness to learn and adapt to changing processes
- A clear sense of urgency and a commitment to delivering a positive customer experience
- Ability to work effectively in a remote home-office environment
Compensation
$55,000CAD annually.
Position Type
We have 1 full time, permanent position available.
#LI-JM1# #SF#
At Calian, we do not use Artificial Intelligence (AI) to screen or evaluate candidates. AI tools may support backend administrative tasks, but they do not influence hiring decisions. All evaluations and decisions are made by real people on our recruitment team and hiring managers. All applicants are reviewed and only those chosen for an interview will be contacted by our recruiting team.
How we hire
- Our hiring process is designed to help us get to know you and discover if you are the best fit for our team. It's also an opportunity for you to gauge if a role at Calian is the right fit for you.
Throughout the process, we’ll share details of the kind of work you’ll be doing, the projects you’ll be working on, the team you’ll be joining, and what it’s like working at Calian. Our biggest tip throughout the process is to just be your authentic self! - Our commitment to diverse, yet highly specialized solutions require many different skills and abilities. We look for the best talent that can contribute to Calian’s success as well as enhance our culture. We encourage you to apply to a role or join our talent community and sign up for job alerts that match your area of expertise and what you are looking for in your next opportunity.
During the recruiting process, you’re encouraged to notify us of any accommodations you may require. We’ll be happy to help.
- We give the same time and consideration to everyone who applies. Here are a few things you can do to ensure your application shines:
- Do your research on Calian, the department, and team you are looking to join
- Add a cover letter that explains why you are a good fit for this position
- Share a portfolio, personal websites, or links to your professional social media
- In your CV, highlight your key achievements - this is your time to brag
- Include dates! Share the timeline of your experience
- Stand out by tailoring your resume to each position you apply to
- Only apply to roles you’re genuinely interested in and that align to your experience
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- Be prepared! Do your research on Calian, the department, and team you are looking to join
- View the responsibilities for the role and find examples that demonstrate how you’ve completed these in your previous work experience
- Prepare a list of questions to ask us
- Dress business casual for your interview (virtual and in person)
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- We assess your skills and fit, you assess our fit for you
- We keep you updated and share expectations as we make progress in the recruiting cycle
- Feel free to reach out to your Talent Acquisition Specialist at any time during the hiring process