Contract Administrator (Abbotsford)

Sumas First Nation POSITION: CONTRACT ADMINISTRATOR HOURS: 35 HOURS PER WEEK TERM: PERMANENT REPORTS TO: SUMAS FIRST NATION FINANCE MANAGER PURPOSE & SUMMARY Sumas First Nation is seeking a detail-oriented and reliable Contract Administrator to support financial operations and contract administration functions. The Contract Administrator is responsible for supporting the full lifecycle of contracts, including coordinating documentation, maintaining a centralized contract registry, and ensuring all agreements are accurate, complete, and compliant with organizational policies and funding requirements. The role involves monitoring key dates such as renewals and expirations, tracking deliverables and payment schedules, and assisting with amendments or extensions as needed. Working closely with program managers and vendors, the Contract Administrator ensures alignment between contract terms, project scopes, and budgets, while maintaining organized records to support reporting, audits, and procurement processes. This role is ideal for someone with robust organizational skills, a high level of accuracy, and the ability to manage multiple financial tasks in a dynamic environment. DUTIES & RESPONSIBILITIES - Administer and support contract documentation and processes: - Coordinate the full lifecycle of contracts, including drafting support, review, execution, tracking, and close-out - Maintain a centralized contract registry/database - Monitor key contract dates - Review incoming contracts and supporting documents for completeness, accuracy, and compliance with organizational policies and funding requirements - Track and verify contract deliverables, milestones, and payment schedules to support timely invoice processing and financial accuracy - Assist in preparing and coordinating contract amendments, extensions, and change orders - Processes, obtains authorization and reconciles contractor invoices and communicates with contractor on any anomalies, errors or omissions. - Processes, obtains authorization and reconciles training reimbursement requests for all eligible reimbursable expenses and communicates with Operators on any anomalies, errors or omissions. - Retains copies of contracts for invoice reference purposes. Provides financial reports to funder as required by program guidelines. - Support procurement processes by maintaining documentation related to RFPs, bids, and vendor agreements - Maintain organized digital and physical filing systems in accordance with records management and audit standards - Provide support during audits and reporting processes, ensuring contract documentation is complete and accessible - Act as a point of contact for external contract holders regarding contract status, documentation, and requirements - Reconcile & review invoices and review travel claims for accuracy - Lease with contract holders to discuss corrections to invoices and travel claims - Update excel files to facilitate tracking of invoices - Prepare and assist with monthly, quarterly and annual financial reporting - Perform data entry with a high degree of accuracy - Maintain organized filing systems (digital and physical) - Performs related duties as required. EDUCATION AND EXPERIENCE - Experience in accounts payable, contract administration, or finance support - Experience with accounting software such as Sage 300, Sage 50, or ACCPAC - Proficiency in Microsoft Office (Excel, Word, Outlook) - Strong attention to detail and accuracy - Excellent organizational and time-management skills - Ability to manage multiple tasks and meet deadlines - Strong interpersonal and communication skills - High level of integrity, reliability, and professionalism - Knowledge and understanding of Sumas First Nation people. - Experience in working with First Nations communities and/or organizations an asset. - Proven ability to maintain confidentiality. - Working knowledge of office procedures, records management, and document processing. - Ability to develop and maintain effective working relationships with peers, managers, direct reports, community members, contractors, field staff and suppliers. - First Nations heritage is considered a priority. - Appreciation of First Nations culture, traditions, procedures, and protocols. Job Type: Permanent Pay: $24.00-$29.00 per hour Expected hours: 35 per week Work Location: In person Apply on Kit Job: kitjob.ca/job/2p6ha1