Contracts Clerk

The Contracts Clerk will be responsible for the overall document organization, processing and tracking for the Commercial Operations group. This includes support for bid opportunities, client contracts & all associated contract support documentation. Other accountabilities include internal document management as well as responding to external contract related requests.

 Responsibliities

  •  Maintain electronic filing system for contracts and tracking all client related commercial documentation.
  • Support RFP, bid, contract qualification, organization and execution
  • Prepare and execute of Statutory Declarations
  • Prepare and execute Kinectrics standard confidentiality agreements
  • Monitor & Update 3rd party Vendor qualification sites (ISN, PICS).
  • Coordinate and/or provide information to facilitate vendor qualification requests for Kinectrics
  • Perform registration of Kinectrics companies in various jurisdictions.
  • Under direction of Contracts Specialist, assist with Letters of Credit to act for Bid and performance bonds in support of contracts.
  • Provide monthly reporting to CFO.  Coordinate with Finance to reconcile Legal and Contracts report.
  • Assist Director with Corporate Board Management and drafting of Minute Book documentation
  • Maintain and update Kinectrics Contract forms and intranet page for Contracts/Records Management, posting of contract forms (eg quotations, etc), summary info and documents (eg WSIB)
  • Maintain corporate data sheets
  • Maintain, prepare and issue documents related to Purchase Orders for Legal and Commercial Operations using SAP
  • Perform budget, expense and Purchase Order tracking for Legal and Commercial Operations joint ventures
  • Assist Kinectrics counsel with documentation related to special projects, mergers & acquisitions
  • Process requests for archived records, blue folders and technical reports
  • Assist with patent and trademark file
  • Liaise with customer contacts, external & internal staff for archived document requests
  • Process requests for WSIB and related documents
  • Arrange for couriers, logistics and other support required by the group
  • Perform other duties as required.

Qualifications

  • Bachelor's degree in Business Administration, Finance or related field.
  • Approximately 3 years related experience supporting legal and commercial operations in a fast paced technical/professional services environment
  • Strong organization, and execution skills with extreme attention to detail
  • Good written and verbal communication skills
  • Strong computer skills including advanced proficiency in MS Office suite (particularly in Excel, Access, Word, PowerPoint, Vital and Office)
  • Experience using SharePoint is considered an asset
  • Dedicated team-player who is highly motivated and can work independently with minimal supervision
  • Ability to work in a confidential capacity and understand the sensitivity of a variety of business documentation.
  • Excellent interpersonal skills with ability to develop strong working relationships and to effectively interface with all levels of management, operational staff, customers and external vendors
  • Strong time management skills and ability to achieve results under multiple conflicting priorities
  •  Initiative to see and act on opportunities and suggest new programs and/or processes

Accommodations are available on request for candidates taking part in all aspects of the selection process.  Kinectrics welcomes and encourages applications from people with disabilities.


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