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!

Responsibilities

• 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.

Qualifications

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.

Founded in 1882, J.D. Irving, Limited (JDI) operates in Eastern Canada (New-Brunswick, Nova Scotia, Prince Edward Island, Québec, Ontario, Newfoundland and Labrador), as well as in USA. We are a team of 20,000 dedicated employees.  At J.D. Irving, Limited, you are part of a dynamic team of professionals who lead with integrity and are passionate about delivering results. With a culture that nurtures talent and creates an inclusive workplace, you can grow your career across our various operating divisions.

We are committed to creating accessible environments for our colleagues, candidates, and customers. Requests for accommodation due to a disability (which may be visible or invisible, temporary, or permanent) can be made at any stage of application and employment. We encourage candidates to make their accommodation needs known so that we can provide equitable opportunities.

Worried you do not meet all the requirements? Studies have shown that many applicants apply only to job opportunities when they feel they meet 100% of the criteria. We promote an inclusive environment where everyone is appreciated, recognized, and empowered to contribute fully. If you are interested in this position but are worried you did not meet all the requirements, we would encourage you to still apply.

Our recruitment advisors and hiring teams will utilize human screening combined with AI technology to help identify the skills and qualities that matter most to our business, while safeguarding your privacy and using AI responsibly.

We appreciate your interest in our company however only those candidates selected for an interview will be contacted.

We are Fleetway! We believe Canada’s maritime fleets need to be reliable and fit for purpose, with crews that are fully trained and supported. We work as a trusted technical partner during design, construction, in-service, and end of life. We are proud to deliver quality professional technical services including Engineering, Integrated Logistics Support, Technical Editing, Configuration Management, Project Management, Training, Technical Translation, and Marine Technical Services. 

Over the past 40+ years, we have built an outstanding team of people and partners, invested in the tools, and earned an exemplary track record servicing our customers. Everything we do is aimed at developing our people and improving our use of innovation to be the leading professional services provider in the marine industry. We are proud to have earned national recognition as a Nova Scotia and Atlantic Canada’s Top Employer. 

All successful applicants must meet requirements for Canadian Controlled Goods Program (CGP), and Canadian Government Security Clearance. 

What We Offer: 

The successful candidate will receive a starting salary based on their applicable experience and demonstrated knowledge, skill, and abilities. Additionally, we offer the following: 

• We are regularly adding new departments, positions, and functions within Fleetway, as such, we can offer you growth and development opportunities for future career advancement 

• We provide direct support to your training and development plans, including support towards your professional certifications, memberships, or designations 

• Flexible work hours (with core hours) 

• We have Mental Health first aid trained staff in all offices 

• A flexible medical, dental, and vision plan, with an enhanced focus on mental health and wellness 

• Ability to save for your future with our company matching RRSP program 

• 15-week maternity leave top-up program 

• Employee & Family Assistance Program 

• Annual health & wellness reimbursements 

• Business casual work environment, with casual Fridays 

• A slick company jacket that will definitely make you the envy of your friends