CONTRACTS MANAGER / ADMINISTRATOR —Winnipeg, MB

POSITION OVERVIEW

MMP Architects is seeking an experienced, highly organized Contracts Manager / Administrator to support the firm’s contractual, risk-management, procurement, and corporate administrative functions.

This is a key internal coordination role responsible for keeping contracts moving, identifying issues early, maintaining consistency across the firm’s agreements, and ensuring appropriate matters are escalated to the firm’s partners, external legal counsel, or insurance broker.

The successful candidate will bring at least five years of relevant experience, ideally gained within an architectural, engineering, construction, legal, real estate, insurance, or corporate/commercial environment. This position does not replace external legal counsel and is not intended to provide legal advice.

Employment Type: Full-time | Experience: Minimum 5 years preferred

KEY RESPONSIBILITIES

Client Contracts

· Review incoming client agreements for administrative completeness on a project-by-project basis.

· Compare proposed agreements against the firm’s standard contracts, templates, and preferred commercial terms.

· Prepare first-pass contract summaries, redlines, and issue lists for partner review.

· Maintain standard fee letters, client agreements, amendments, supplementary conditions, and related templates.

· Track contracts from initial draft through negotiation, approval, execution, and filing.

· Coordinate contract reviews with firm partners, the Operations Manager, Project Managers, external legal counsel, and insurance representatives.

· Identify matters requiring legal, insurance, financial, or senior management review.

· Maintain a contract risk matrix and support consistent risk-management practices across the firm.

Scope, Fee and Contract Administration

· Coordinate with the Operations Manager and Project Managers to document changes in project scope, schedule, construction value, and consultant requirements.

· Track amendments, additional services, fee adjustments, and reconciliation milestones.

· Assist project teams in maintaining clear records of client instructions and contractual changes.

· Support internal reporting on outstanding agreements, amendments, and fee-reconciliation requirements.

Subconsultant Agreements

· Prepare and administer subconsultant agreements.

· Establish and maintain standing agreements with regular subconsultants, supplemented by project-specific amendments or work authorizations.

· Confirm alignment between the firm’s prime agreement and downstream consultant scopes, obligations, schedules, and commercial terms.

· Track execution, insurance certificates, Workers Compensation Board documentation, and other compliance requirements.

· Maintain current records for approved and active subconsultants.

Risk and Insurance Coordination

· Coordinate certificates of insurance and track project-specific insurance requirements.

· Monitor professional liability limits and other contractual insurance obligations.

· Flag unusual or potentially problematic provisions involving indemnification, warranties, standard of care, limitation of liability, reliance, copyright, payment, suspension, and termination.

· Liaise with the firm’s insurance broker and external lawyer as required.

· Maintain records of insurance and risk-management advice associated with each agreement.

Corporate and Administrative Records

· Maintain corporate records, minute books, annual filings, partnership documents, policies, resolutions, and signing-authority records.

· Manage document control and secure filing for executed contracts and related correspondence.

· Support HR documentation and updates to internal policies and procedures.

· Assist in developing and maintaining contract administration protocols, checklists, and internal training resources.

RFP and Procurement Support

· Review RFPs, RFQs, and procurement documents for contractual and administrative requirements.

· Prepare compliance checklists and submission requirement summaries.

· Flag insurance, bonding, conflict-of-interest, confidentiality, intellectual property, security, and proposed contract-form concerns before pursuit decisions are finalized.

· Assist proposal teams in confirming that commercial qualifications and contractual assumptions are clearly documented.

Qualifications

· Minimum five years of relevant contracts, legal administration, construction administration, corporate administration, insurance, procurement, or commercial experience.

· Post-secondary education in legal administration, business administration, construction management, paralegal studies, or a related field.

· Experience working in a law firm, architecture or engineering practice, construction company, real estate organization, insurance environment, or corporate/commercial setting is preferred.

· Demonstrated ability to review agreements, manage redlines, prepare clear summaries, and coordinate contract execution.

· Strong understanding of contract administration, document control, insurance requirements, and commercial risk.

· Exceptional organizational skills and attention to detail.

· Strong written and verbal communication skills.

· Ability to manage competing deadlines and follow matters through to completion.

· Sound judgment and the ability to recognize when an issue requires escalation.

· High degree of discretion when handling confidential corporate, personnel, and contractual information.

· Proficiency with Microsoft Office and electronic document-management systems.

Assets

· Experience with architectural, engineering, or construction industry agreements.

· Familiarity with RAIC, CCDC, ACEC, or other standard consulting and construction contract forms.

· Experience coordinating professional liability insurance and subconsultant compliance.

· Knowledge of Manitoba corporate filing and Workers Compensation Board requirements.

· Experience developing contract templates, risk matrices, compliance checklists, or internal administrative procedures.

The Ideal Candidate

You are a practical and proactive contracts professional who can bring structure to complex processes. You are comfortable reviewing detailed agreements, identifying deviations from established standards, coordinating input from multiple parties, and maintaining accurate records.

You understand the distinction between contract administration and legal advice. You can advance routine matters independently while recognizing when legal counsel, an insurance broker, or firm leadership needs to become involved.

Compensation

The anticipated salary is approximately $75,000 per year, with final compensation determined based on experience and qualifications. A competitive benefits package and opportunities for professional growth will also be provided.