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About the Role

The Contract Administrator is responsible for managing the full post-award lifecycle of procurement contracts, from contract setup through amendments, renewals, extensions, and close-out. The role ensures contracts are accurately established, maintained, and administered within the Contract Lifecycle Management (CLM) system, in compliance with organizational policies, approvals, and governance requirements. Working closely with Legal, Finance, SPU colleagues, Divisions, Vendors, Vendor Relationship Management (VRM), and the Data, Analytics & Technology team, the Contract Administrator ensures contract records are complete, compliant, and support effective vendor performance oversight and reporting.

Responsibilities

Review award documentation to confirm contract type, scope, value, and contractual dates prior to initiating contract setup and storage in the CLM system.
Select the correct contract workflow (new contract, amendment, renewal, or extension) and validate that all required approvals are in place before processing.
Create, update, and maintain contract records in the CLM system, ensuring contract metadata, milestones, values, key dates, and supporting documentation are complete and accurate.
Route contracts for internal and external signatures, upload fully executed documents, and activate contract records only once all contractual and procedural requirements are met.
Track upcoming contract expirations and coordinate with Divisions to confirm renewal intent or determine next steps in advance of key dates.
Manage contract amendments, renewals, and extensions by initiating the appropriate workflows, validating scope and date changes with stakeholders, and ensuring all modifications are properly documented.
Monitor contract compliance by reviewing deliverables and vendor performance obligations throughout the contract term.
Close out contracts by confirming completion of deliverables with Divisions, attaching final documentation, and archiving contract records in accordance with internal procedures.
Work closely with Legal to review proposed contract changes, confirm contractual clauses, and resolve non-standard terms as required.
Communicate with Divisions to verify deliverables, service timelines, performance expectations, and updates throughout the contract lifecycle.
Follow up with Vendors to obtain missing compliance documentation or to clarify discrepancies in submitted materials.
Collaborate with Vendor Relationship Management (VRM) to share contract compliance results for integration into vendor performance reporting and scorecards.
Partner with Sourcing Specialists to take over awarded contracts following negotiations and confirm final contract details for setup.
Apply established naming conventions, version control standards, and contract checklists to ensure consistency, auditability, and compliance across all contract records.
Use contract reporting provided by the Data, Analytics & Technology team to identify required follow-ups and confirm next steps with stakeholders.
Monitor system alerts related to key contract milestones and proactively notify responsible teams to support timely action.
Escalate recurring delays, compliance gaps, or system-related issues to the Supervisor and contribute recommendations for workflow, process, or template enhancements to improve efficiency and controls.

Requirements

Post-secondary diploma or degree in Business Administration, Public Administration, Supply Chain, Contracts Management, or a related field.
3–5 years of experience in contract administration, contract lifecycle management, procurement operations, or a related administrative role in a public or broader public-sector environment.
Hands-on experience administering post-award contracts, including amendments, renewals, extensions, and close-outs.
Strong working knowledge of contract documentation, approvals, and compliance requirements.
Proficiency with document management systems and Microsoft Office tools.

Skills

Contract Lifecycle Management (CLM) system experience is preferred.
Public-sector procurement or regulated contracting environments experience is preferred.

Location

35 Carl Hall Road, Toronto

Work Type

Full-time Permanent
Hybrid Eligible
Hybrid work arrangement

Experience Level

3-5 years of experience

Education Level

Post-secondary diploma or degree in Business Administration, Public Administration, Supply Chain, Contracts Management, or a related field.

Salary/Compensations

$43.38/hr – $47.53/hr

Benefits

Minimum three (3) weeks of paid annual vacation days, increasing with years of service
Defined benefit pension plan with OMERS, includes 100-per-cent employer matching
Health and dental benefits
Employee and family assistance program
Maternity and parental leave top up (93% of base salary)
Training and development programs including tuition reimbursement of $1500 per calendar year
Fitness membership discount

About the Company

Toronto Community Housing Corporation (“TCHC”) is the largest social housing provider in Canada and the second largest in North America.
We are wholly owned by the City of Toronto and operate in a non-profit manner.
TCHC provides homes to over 41,000 low and moderate-income households in 88 of Toronto's neighbourhoods, with 93,000 tenants from many different backgrounds with a diversity in age, education, language, mental and physical ability, religion, ethnicity and race.
We are an essential part of the City of Toronto's fabric and social system.
Our over 2,000 employees work to achieve our vision of quality homes in vibrant communities where people are proud to live and work.

Equal Opportunity

We are committed to providing equal opportunity to all employees and strive to create a diverse workplace that reflects the cultural mosaic of our great city and the communities we serve.
We recognize the value that comes from different viewpoints, unique experiences and diverse perspectives of our employees, who bring fresh, new ideas to our business.
Diversity plays a key role in our ability to deliver on our mission to provide clean, safe, well-maintained, affordable homes for tenants.
TCHC is committed to diversity and inclusion within its community and encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, 2SLGBTQ+ persons, and others who can help us provide vibrant communities and make our city a great place to live.
We will provide reasonable accommodation to applicants with disabilities at all stages of the hiring process in accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and Toronto Community Housing’s Accessibility Policy.