Procurement Contract Coordinator

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32110: Procurement Contract Coordinator
• Union: CUPE Local 5167
• Job Description ID #: 6911
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-cityby 4:00 p.m. on July 29, 2026.
• Duration:  Up to 12 months
• Vacancy type: This posting is for an existing vacancy 
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

SUMMARY OF DUTIES

Reporting to the Supervisor, Procurement Contract Management, responsible for the preparation of procurement contracts for execution by both City and vendor and the management of contract renewals and extensions. Ensures requirements of contractual documents received at time of contract award are maintained throughout the duration of a procurement contract to minimize risk exposure to the City.  Assists procurement staff on day-to-day administrative functions relating to the award of new and renewing contracts.

GENERAL DUTIES

Manages execution of contracts on behalf of the City and vendor by preparing the contract for work(s)/agreement, and attaches all pertinent procurement documents, appendices and schedules that form the contract.  Facilitates the signature process for contract execution, ensures proper authority to execute contracts are received.

Works closely with vendors to collect and review all legal documentation required under contract.  Documentation collection includes but is not limited to insurance certificates, WSIB clearance certificates, performance and labour and material payment security bonds, certificates of status, substantial performance certificates, and certifications.

Reviews all vendor documentation to verify compliance to contract. Identifies deficiencies in documentation and advises vendors on deficiencies requiring corrective action. Works with Risk Management staff on initial review of insurance certificates, relays required information on contractual insurance requirements to vendors and sends certificate(s) to RMS for approval.  Engages Risk Management when required for subsequent insurance renewals.

Reviews and interprets legal clauses specific to contractual requirements such as insurance, WSIB, contract terms, performance securities, substantial performance, etc. and communicates requirements to vendors and City staff.

Tracks and ensures contract and vendor documentation do not lapse into expiry. Initiates advance outreach to vendors, Procurement staff and Project Managers to ensure contract renewals and vendor documentation is renewed in advance of expiry dates.

Administers corporate change and/or assignments on active City procurement contracts with vendors. Identifies contracts affected and ensures applicable City staff are aware. Advises vendors on process and required documentation needed for consideration of requests. Ensures proper documents and information is secured from vendors such as legal opinions and constating documents. Works closely with Legal staff to complete vendor corporate changes or assignments.

Conducts corporation searches, other verification, and due diligence searches in preparation of contract award.

Performs any due diligence to ensure that contracts are not awarded to vendors currently in litigation with the City.

Ensures contract files have all required and supporting documents, are closed and properly documented in a central database. This includes securing from awarded vendors all required insurance certificates, WSIB clearance certificates, zoning verification reports, required licenses (trade, business, professional), performance securities and police checks where required.

Ensures contract files include all executed contract documents, original submissions from bidders and all bid issuance documentation (applicable addenda, bidder meeting information). Tracks and retains all vendor evaluation performance records (ongoing and end of contract performance records). 

Maintains database of all renewing contracts. Determines which contracts are up for renewal and works with Procurement Specialists and Project Managers to determine if client department is renewing, extending or closing City contracts. 

Maintains database of AODA vendor compliance information, WSIB clearance certificates and all insurance certificates.

Prepares standard correspondence related to contract renewals, corporate change/assignments, requests for legal documentation, including but not limited to formal letters, emails, spreadsheets, etc. 

Establishes work priorities and schedules, ensuring timelines are met.

Word processes form letters, memoranda and reports.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

1. Previous related experience normally acquired through a combination of education and related work experience in business or legal administration, procurement/supply chain or related field.
2. Experience in preparation and execution of contracts and management of legal documents. Experience in a procurement environment with an understanding of procurement procedures and legal documents associated with Request for Tenders, Proposals and Quotes an asset.
3. Ability to interpret contractual language related to insurance, contract performance bonds, WSIB, AODA, etc. and ability to communicate contractual requirements both verbally and written.
4. Certified Professional Public Buyer (CPPB) or completion of Procurement Principles Certificate an asset.
5. Strong attention to detail and accuracy.
6. Strong time management, multi-tasking and organizational skills with the ability to continually assess and re-establish work priorities as needed in order to meet tight deadlines.
7. Ability to self-manage and work independently and possess the initiative and have the ability to carry out instruction without detailed direction.
8. Ability to maintain comprehensive working documents.
9. Demonstrated ability to word process correspondence and reports.
10. Demonstrated ability to work effectively with others and to display and foster teamwork within the work unit.
11. Strong interpersonal and communication skills, both verbal and written, with demonstrated ability to interact with a variety of individuals, both internally and externally in a professional and confident manner.
12. Experience in a computerized environment. Proficient in Microsoft Office Suite (Outlook, Word, Excel and OneNote) and Adobe Professional. Experience in eCore, procurement systems (ex. Bids&tenders, Biddingo, etc.) and Oracle PeopleSoft considered an asset.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship.  If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.