Intermediate Contracts Coordinator

Fleetway is seeking an Intermediate Contracts Coordinator to support the administration and management of contracts throughout their lifecycle. Reporting to the Contracts team, this role plays an important part in ensuring contract documentation is complete, accurate, and maintained in accordance with company requirements.

The Intermediate Contracts Coordinator supports contract compliance, document control, financial processing, and stakeholder coordination activities, helping to ensure efficient contract management practices across the organization. This position works closely with internal teams, suppliers, and project stakeholders to maintain accurate records, support audits, and contribute to continuous process improvement.

If you are a detail-oriented professional who enjoys working with documentation, processes, and cross-functional teams, and are looking to build your career in contract administration within a dynamic project environment, we'd love to hear from you!

• Prepare, review, process, and administer contract documentation throughout the contract lifecycle.
• Maintain contract records, document repositories, and version control systems to ensure documentation is accurate, current, and readily accessible.
• Monitor contract compliance requirements and track contractual obligations, deliverables, and key milestones.
• Coordinate with internal stakeholders to collect, validate, and manage contract-related documentation.
  Identify documentation gaps or discrepancies and facilitate timely resolution.
• Process invoice receipting and support contract-related payment activities in accordance with established procedures.
• Verify supporting documentation and resolve discrepancies to ensure accurate and timely financial processing.
• Act as a primary point of contact for routine contract administration inquiries from internal stakeholders, suppliers, and project teams.
• Generate reports, maintain tracking tools, and monitor contract administration metrics.
• Identify opportunities to improve processes, strengthen documentation controls, and enhance contract management practices.
• Support audit readiness activities by ensuring contract files meet organizational and compliance requirements.

Education:

• Diploma in Business Administration, Legal Studies, Engineering Technology, or a related field.

Experience:

• 2-5 years of experience supporting contract administration, document control, procurement, project coordination, or a related function.
• Experience managing documentation, records, and version control processes.
• Strong organizational skills with exceptional attention to detail.
• Experience working with multiple stakeholders and managing competing priorities.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Experience working in engineering, marine, defense, government, or project-based environments is considered an asset.

We're committed to Diversity, Equity and Inclusion

Fleetway is committed to building a diverse and inclusive workplace. We welcome applications from all qualified individuals, including those from underrepresented groups, and we strive to create an environment where everyone feels respected, supported, and empowered to thrive.

We encourage applicants to self-identify if they belong to an underrepresented group, as part of our commitment to equitable hiring practices and fostering a truly inclusive workforce.

If you require accommodations during the recruitment process, please let us know—we're happy to help.