Supervisor, Contract Administration

For more than 40 years, Calian has been solving the world’s most complex problems by pairing the brightest minds with powerful technology. Calian solutions impact the world; from the satellites in space that connect us to the farms that feed us, from the medical professionals who care for us to the governments, schools and companies that make the world better every day.

Position Overview

The role of Supervisor, Contract Administration is to assist the Senior Manager, Service Lines Liaison, and Service Line partners in the day-to-day functions of the Contract Administration team, developing or improving processes, procedures and standards as well as maintaining knowledge of delivery activities within the department.  The Supervisor role will function in two capacities – Supervisor and Contract Administrator. 

This is a fully remote position based in Canada and operates within the Eastern Standard Time (EST) zone.

Responsibilities

• Help lead the Contract Administration team, providing vision, goals, and accountability
• Foster engagement within the team and department by regularly providing feedback, recognition, and one on one support for success
• Fosters and maintains collaborative team relationship with internal and external customers
• Facilitates and/or provides new hire onboarding
• Continuous improvement with process, service levels and customer feedback
• To ensure that contract management processes are efficient and continuously improving

Contract Administrator Duties:

• Provide administrative support to the Contract Manager, including but not limited to:
  • Provide support to direct workforce when Contract Manager is unavailable (excluding any HR issues)
  • Generate reports/analyse data as required
• Provide second line of support (administrative) to direct workforce, including but not limited to:
  • Respond to any queries received, escalating issues as appropriate
  • Provide guidance on Calian's policies, procedures and internal controls
  • Assist with preparation of timesheets, invoices and travel/expense claims
• Customer Contract review and acceptance:
  • Review Customer Contract documentation received against RFP and Proposal documentation to identify any discrepancies and escalate those to appropriate authority
  • Identify key characteristics/parameters/clauses of each contract that needs to be adhered to
  • Obtain management approval
• Administrative duties including but not limited to:
  • Prepare all internal contract documentation required & obtain appropriate approvals (RICA/ICCN, ICA, requests for LOO, ECNs etc.)
  • Obtain all required customer contract/independent contractor/employee information and forward to other work groups as required
  • Maintain required SAP and Deskflow master data
  • Ensure all timesheets, invoices and travel/exense claims are submitted within required timelines, review for accuracy, appropriate approval and compliance with contract clauses and budget
  • Track and facilitate security clearances
  • Escalate all expiring contracts to the Contract Management and follow up to ensure all required paperwork is submitted to extend or to end contracts as appropriate within payment and billing deadlines
  • Provide accrual information at Month End to maximize revenue recognition and adhere to cut-off guidelines
  • Maintain up-to-date process & procedure documentation and contract and billing paperwork files, including any electronic copies of all contract documentation as required in appropriate network directories
  • Act as a liaison between direct workforce and Finance, Human Resources and Payroll
• Provide back-up for other CA team members when they are absent to ensure uninterrupted customer service to Calian's direct workforce
• Provide support to other CA team members at Month End, Pay Week or other heavy-volume times to ensure the entire team meets the required deadlines
• Provide support as required with any process improvement initiatives, provide feedback on current processes with the goal of improving effectiveness and efficiency both for own role and overall processes that may include other teams

Qualifications

Education:

Post-secondary education in business/finance, combined with financial experience is preferred.

Years experience:

• Minimum of 2-3 years' experience as a team lead in a financial administration or customer service environment
• Experience in dealings with Government Contracts or working knowledge of applicable Crown contract policies & practices would be an asset
• Experience with ERPs (SAP preferably) would be an asset
  Proficiency with MS Office tools

Job Title: Supervisor, Contract Administration

Requisition Number: 1363

Date: April 22, 2024

Location 1: Ottawa, ON

Remote: Yes

Business Unit: Corporate

Department: Human Resources

Job Type: Full-time

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