Job Title: Contract Administrator
Company: The Foreign Venture Group Inc.
About FVG
Foreign Venture Group (FVG) is a digital transformation company that helps companies scale quickly & cost effectively by leveraging technology and talent. Our expertise spans marketing, technology, and operational strategies that help businesses grow and scale efficiently. We are committed to fostering a collaborative and growth-oriented work environment for all employees.
Job Overview:
The successful candidate will identify and qualify general-contracting opportunities in Canada and internationally, initially focusing on Government-funded Training and employment, Indigenous & BIPOC Supplier Programs, and Facilities and maintenance Services while maintaining the flexibility to pursue additional sectors and geographies as FVG’s global footprint expands. The candidate will also manage vendor pre-qualification and documentation, ensuring timely, fully compliant RFP submissions.
Key Responsibilities
- Opportunity Identification & Tracking
- Monitor federal, provincial, and municipal procurement portals.
- Maintain an opportunity pipeline with submission deadlines, estimated contract values, and win-probability estimates.
- Vendor Pre-Qualification & Evaluation
- Develop and maintain a vendor evaluation matrix.
- Solicit, collect, and validate vendor documents; track expiry/renewal dates in a centralized repository (e.g., Airtable, SharePoint).
- Score and rank vendors to support rapid “GC” bids and bundled‐services proposals.
- RFP Analysis & Proposal Support
- Review RFPs/solicitation documents to identify key requirements, eligibility, and evaluation criteria.
- Assemble modular proposal templates (pricing sheets, KPIs, escalation protocols) tailored to each vertical.
- Partnership & Stakeholder Coordination
- Identify and engage Indigenous, Black, and other BIPOC-owned organizations for co-applicant or sub-contracting partnerships.
- Liaise with nonprofit or community partners for government-grant applications.
- Facilitate vendor kickoff meetings, ensuring clarity on deliverables, reporting, and quality-control processes.
- Compliance & Documentation Management
- Ensure all contracts and sub-contracts include appropriate insurance certificates, WCB/WSIB letters, NDAs, and other legal requirements.
- Maintain a document control system for quick audit and renewal cycle management.
- Track and report on submission status, award notifications, and contract renewals.
- Reporting & Continuous Improvement
- Generate weekly/monthly dashboards on pipeline health, vendor compliance status, and proposal win rates.
- Recommend process improvements—tools, workflows, or templates to accelerate response times and improve win probability.
Qualifications:
- Bachelor’s degree in Business Administration, Supply Chain Management, Project Management, or related field.
- 2–4 years of experience in government procurement, RFP management, or vendor pre-qualification (ideally within training programs, diversity procurement, or facilities services). Proven track record of managing multiple RFP responses simultaneously and meeting tight deadlines.
- Familiarity with procurement portals
- Proficiency in MS Office (Word, Excel, PowerPoint) and/or proposals management tools (Airtable, SharePoint, Asana).
- Comfortable building evaluation matrices and basic dashboards.
- Strong logical reasoning and administrative rigor.
- Excellent written and verbal communication.
- Detail-oriented with a high degree of follow-through.
- Ability to liaise with diverse stakeholders (legal, finance, community partners).
Must Have:
- Technology Focus: A proactive approach to using technology as a primary tool for improving workflows and managing grants efficiently.
- Promptness and Responsiveness: Ability to quickly adapt to changing project scopes and deadlines while maintaining a positive attitude and work ethic.
- Problem-Solving: Strong analytical skills and a strategic mindset to identify challenges and develop workable solutions efficiently.
- Familiarity with Indigenous certification bodies (CCAB, CAMSC).
- Prior experience in facilities maintenance contracting (janitorial, landscaping, snow removal).
- Understanding of outcome-based training program design and reporting.
Benefits:
- Remote working environment
- Opportunity to work with a dynamic and passionate team.
- Professional development and growth opportunities.
- An inclusive and collaborative workplace culture.