Contract Coordinator

The City of Markham is proud to be recognized for the 5 th consecutive year as one of Canada’s Best Employers by Forbes and Statista Inc. In 2025, the City of Markham is ranked 2nd among municipalities in Canada and 12th overall for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 366,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being accepted for the regular full-time position of Contract Coordinator in the Operations Department, Community Services Commission. While all applications will be received, current members of CUPE 905 (Inside Workers) will be given first consideration. To apply, please submit your cover letter and resume online To apply for this position, please submit your resume and cover letter online by August 4, 2025 .

JOB SUMMARY

Reporting to the Supervisor, Business Support, this position is responsible for the administration of Operations contracts and monitoring of budget. This involves coordinating the financial component in the development, issuance, award, execution and tracking of all tenders/quotes, and contracts related to the Operations Contract Administration group. Also responsible for assisting Operations Managers to complete and submit annual capital projects and operating budgets, and providing guidance to Operations Managers in their fiscal responsibility in support of the department’s business plans.

KEY DUTIES AND RESPONSIBILITIES

• Administration of ~70 operations contracts worth ~$20M.
• Coordinate financial aspects of tenders, quotes, and staff awards.
• Develop contract specific Daily Contract Sheets ensuring accurate contract item prices, formulas and any price adjustments that may be needed. e.g AC index
• Coordinate Bi-weekly or monthly progress payments for each active contract
• Prepare Capital Operating Transmittal Forms (COAT) to initiate procurement process and Purchase Order Adjustment Forms (POAF) when additional funds are required.
• Support Operations Managers with procurement planning and financial reporting e.g Monthly variance reporting, Year-end projections and Capital status updates

2. Budget Preparation

• Assist in development of annual operating budget and completion of Capital budget request forms ensuring related back up is included.
• Assist with updating annual Life Cycle reserve study which is the main funding source of Capital requests.
• Through research and analysis, review with the Operations Managers the budget plans of the department.

3. Accounting & Other Duties

• Train new staff on financial systems and policies.
• Process high volume of invoices through Progress Payments, invoices, cheque requisitions, expense reports, and P card statement ensuring adherence to Purchasing By Law, Expenditure Control policy, Business Expense and Conference policy and procurement policies.
• Reconcile operating and capital general ledger accounts and purchase orders to the Cayenta financial system and prepare Journal entries as required.
• Prepare receivable invoices as needed for potential revenue recovery and prepare and submit deposit forms to Cash Management.
• Coordinate year-end inventory for Roads yard materials and sign shop.
• Coordinate completion and submission of the Tangible Capital Assets (TCA) labour hours tracking template to finance.
• Assist with financial reporting, projections, and development charge updates.

REQUIRED SKILLS & COMPETENCIES

• Completion of a diploma in Business Administration, Accounting or related discipline.
• Combined 3 to 5 years experience in accounting, understanding of budget process and analysis.
• Thorough working knowledge of accounting principles and practices, municipal functions/responsibilities and services in general.

• Proficiency in MS Office and computer applications, such as Excel, Word, Outlook, Access, Cayenta Financial and Cayenta CU - Accounts Receivable system, Hansen, Crystal Reports software
• Strong problem solving skills, attention to detail and time management skills

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier-free hiring process.

Please respect our scent free area by not wearing scented products when visiting the office.