Contract Administrator (MT0609, ADM1A, GR03)

Job Category: 
Term positions for Management and Professionals

Position Summary:

The incumbent will play a key role in the administration of various Procurement contracts, while employing a holistic approach to ensure competitiveness and governance of these, which constitute an integral part of the strategic plans of Procurement Services. The incumbent’s portfolio consists of a mix of principal procurement contracts for McGill Student Housing and Hospitality Services (SHHS) - the assigned area of responsibility. SHHS (the “Client” of Procurement Services) represents Student Housing, Food and Dining, Accommodations and Conferences; SHHS’ mission is to provide high-quality services, which enhance the living and learning experience of McGill students, staff, and guests. For more information about SHHS go to https://www.mcgill.ca/shhs/

Change management, customer centricity and rigorous contract administration are of utmost relevance for this challenging and stimulating portfolio. The incumbent, in consultation with the Client’s management team, is expected to focus on different aspects of each contract, including but not limited to the contract implementation, contractual deliverables, financial commitments, concessions and capital investment provisions. Communication planning, troubleshooting and process optimization where needed along with ongoing administration of the contract are part of the key responsibilities. Using reports and Key Performance Indicators (KPIs), the incumbent will continuously evaluate and measure supplier performance while constantly setting new objectives to enhance the contract’s effectiveness. The position has the authority to exercise independent judgment and is expected to be autonomous and self-driven.

Duties and Responsibilities:

  • Administer Contract(s) under his/her responsibility, with the objective to minimize risks while reaping the maximum benefit of each Contract for the University’s advantage. This includes conducting periodic audits and/or surveys to ensure that the Contracts are meeting the Client’s vision and objectives. Proactively, identify the contentious elements including the pain points and work with the stakeholders and suppliers to resolve them.
  • Maintain a client support strategy that will encourage feedback and apply the feedback to make improvements.
  • Manage supplier relationship with a strategic perspective. Continuously assess suppliers’ capabilities in regards to their overall business strategy and planning; Research, evaluate and recommend best practices and automated processes that will facilitate the performance of the assigned Contracts.
  • Promote and recognize the success stories associated with the performing Contracts. Identify cases where the supplier is in default of meeting its contractual obligations and seek remedies in consultation with the Procurement legal counsellor (where needed).
  • Provide guidance to University stakeholders on all matters related to the assigned Contracts through both written and verbal communications and proactively manage change.
  • Ensure that the principles of sustainability and life cycle management defined as part of the scope of each Contract, are met in consultation with the University’s designated sustainability officer.
  • Collect, analyse and interpret data related to the assigned Contract for future contracting opportunities. Provide input in the sourcing and contracting processes by identifying opportunities, challenges and lessons learned associated with the assigned Contracts.
  • Act as an intermediary between the University key stakeholders and each supplier. Meet with the University stakeholders as often as possible to gather personal experiences and suggestions with respect to suppliers, internal process challenges and other related information. Prepare and present reports for upper management as needed
  • Maintain current knowledge of the relevant industry, ensuring the University receives the best value and service.
  • Escalade sensitive performance and contractual issues as needed within the University and/or supplier organization with the objective to arrive at a timely and mutually effective resolutions.
  • Propose and execute contract amendments in a timely manner, in collaboration with the assigned buying team.

Education and Experience:

DEC III

Three (3) years' related experience

Other Qualifying Skills and Abilities:

Bachelor degree in business, Hospitality Management or a related field is preferred. Five (5) years’ related experience in food, beverages and hospitality contract administration and supplier relationship is an asset. Able to assess financial and operational performance of suppliers. Self-managed, motivated, accountable and ability to multi-task. Excellent conceptualization, analytical, strategic and logic skills. Strong customer-centric perspective and excellent interpersonal skills. Innovative and rapid problem solving skills. Adaptability in accepting new challenges and responsibilities. Understanding of University culture, policies and procedures is highly desirable. Proven negotiating skills and ability to analyze potential risks associated to contracts. Knowledge of the food, hospitality and student housing services as well as experience in a University environment would be an asset. Past experience in process improvement initiatives and data analysis is highly desirable. Proficient computer skills including Microsoft Office Suite, knowledge of Microsoft Project an asset. Effective verbal and written communication, presentation skills and professionalism in conducting meetings. English and French spoken and written.

How to apply:

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Staffing:

Mail

McGill University, Human Resources (Staffing)

688 Sherbrooke Street West, suite 1520

Montreal, Quebec

H3A 3R1

Email

apply.hr [at] mcgill.ca

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, Staffing will only contact applicants selected for an interview.

McGill applicants, covered by the McGill Non-Unionized, Non-Academic Personnel Policies and Procedures, must apply to a regular M and Excluded position within ten (10) working days of the date of publication to maintain internal priority.

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr [at] mcgill.ca or 514-398-3711.

Faculty/Unit: 
Financial Services
Salary Range: 
(Grade 03) $47,000 - $58,800 (midpoint) - $70,600
Hours: 
33.75
Duration: 
Two (2) years
Reporting to: 
Associate Director, Procurement Services
Reference no.: 
MT0609