Contract Support Assistant

JOB INFORMATION

Requisition ID: [[id]]
Number of Vacancies: [[numberOpenings]]
Department: [[division]] - [[department]]
Salary Information: [[custJOAnnualizedSalary1]] - [[custJOAnnualizedSalary2]]
Pay Scale Group: [[custPayscaleGroup]]
Employment Type: [[jobGrade3]]
New or Existing Vacancy: New

Weekly Hours: [[custStandardHours]] Off Days: [[custOffDays]] Shift: [[custShift]]
Posted On: November 3, 2026
Last Day to Apply: November 17, 2026

The Toronto Transit Commission (TTC), North America's third largest transit system and recognized as one of the top places to work in the GTA has introduced its new 2024-2028 TTC Corporate Plan - Moving Toronto, Connecting Communities which continues the TTC’s legacy of delivering service to hundreds of millions of customers a year. The TTC’s new vision and mission statements also help promote the many environmental, social equity and economic benefits that the TTC provides:

Vision: Moving Toronto towards a more equitable, sustainable, and prosperous future.

Mission: To serve the needs of transit riders by providing a safe, reliable, efficient, and accessible mass public transit service through a seamless integrated network to create access to opportunity for everyone.

The full Plan can be viewed on ttc.ca.

Career Opportunity

The TTC has an exciting opportunity for a Contract Support Assistant in the Commercial Management Department!

Reporting to the Senior Manager, Commercial Governance and Assurance, the Contract Support Assistant is responsible for providing a variety of highly detailed administrative functions in a fast-paced high- volume environment across Commercial Management related to post award contract administration activities and administrative duties to assist in the overall management/administration of the Department.

What You Will Do

You will play a key role in ensuring that contract documentation, amendments, payments, approvals, reporting, and records management activities are processed accurately, efficiently, and in compliance with corporate policies, contractual requirements, and legislative obligations. Working closely with Contract Managers, Project Teams, Procurement, Finance, and Vendors, you will help maintain contract records, support payment administration processes, and coordinate essential contract lifecycle activities following contract award.

Post-Award Contract Administration Support

Support the administration of contracts following award, ensuring contract records, amendments, work assignments, work orders, invoices, purchase orders, and related documentation are accurately processed and maintained.

Prepare, review, proofread, distribute, and maintain post-award contractual correspondence, reports, amendments, release documents, and commercial records.

Coordinate approvals and authorizations for Purchase Order Amendment Authorizations (POAAs) and contract changes while ensuring appropriate approvals are obtained and systems are updated accordingly.

Review invoice submissions to ensure compliance with the Construction Act, including verification of proper invoices and adherence to legislated payment timelines.

Administer contract holdbacks and lien-related processes, ensuring notices, tracking, and payments are managed in accordance with legislative requirements.

Maintain and update contract information within the Contract Management System (CMS), IFS, SharePoint, and other departmental systems, including amendments, payment records, account coding, work assignments, and contract status information.

Coordinate the electronic distribution and filing of contract amendments, work assignments, consultant staff lists, vendor correspondence, and other post-award documentation.

Generate and distribute regular contract administration reports related to approvals, amendments, outstanding payments, contract status, and other key performance indicators.

Coordinate Company Performance Reviews, maintain tracking databases, and ensure performance evaluations are completed, approved, and documented.

Maintain contract files, document repositories, records retention processes, and SharePoint libraries to support compliance, audit readiness, and information management requirements.

In addition to the above you will promote a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Provides leadership in the development and implementation of inclusive and accessible policies, programs and/or services for employees and customers in accordance with TTC's commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC's policies and participate in the TTC’s Customer Service Ambassador Program.

What Skills Do You Bring?

Plan and organize activities / projects to meet section and organizational goals

Create, document, and manage information and records

Use office technology, software and applications

Maintain documentation and historical records

What Qualifications Do You Bring?

• University degree or college diploma in Business Administration, Commerce, Public Administration, Office Administration, Project Administration, Contract Administration, or a related discipline, or an equivalent combination of education, training, and experience.
• Experience providing administrative, contract administration, project coordination, procurement support, or commercial support services in a complex business environment.
• Strong knowledge of modern office administration practices, procedures, and records management principles.
• Experience supporting contract administration, procurement, project management, engineering, construction, legal, or commercial environments.
• Strong attention to detail and accuracy when preparing, reviewing, processing, and maintaining documentation.
• Excellent written communication skills, including strong grammar, spelling, formatting, and proofreading abilities.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Demonstrated ability to work independently while supporting multiple stakeholders in a fast-paced environment.
• Strong analytical and problem-solving skills with the ability to identify issues, assess priorities, and recommend practical solutions.
• Excellent interpersonal skills with a customer-service-oriented and collaborative approach.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to adapt quickly to changing priorities, urgent requests, and evolving business requirements.

Technical Requirements

• Advanced proficiency in Microsoft Excel is required, including tracking databases, reporting, formulas, pivot tables, data analysis, and financial tracking.
• Advanced proficiency in Microsoft Word and PowerPoint is required, including document formatting, correspondence preparation, presentations, and reporting.
• Strong proficiency with SharePoint is required, including document management, records management, workflow support, and maintaining departmental sites.
• Experience working with enterprise business systems such as IFS, SAP, Oracle, Contract Management Systems (CMS), Time Machine, Focus, or similar corporate systems.
• Ability to work across multiple databases, reporting platforms, tracking systems, and electronic records management tools.

Assets

• Experience supporting contract management, procurement, commercial management, engineering, infrastructure, construction, or public-sector operations.
• Knowledge of contract administration processes and post-award contract management practices.
• Familiarity with the Construction Act and related contract payment administration requirements.
• Experience maintaining SharePoint sites, workflows, templates, and document repositories.
• Experience supporting financial administration, payroll processes, budget tracking, and expenditure monitoring.
• Experience contributing to process improvement initiatives and administrative modernization projects.

What We Offer

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging, representation and reflects the needs of the communities we serve.
• A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and making the most of the benefits of working remotely and purpose-driven in-person collaboration opportunities.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues’ well-being.

Commitment to EDI

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at (416) 393-4570 or [email protected] . Any information received related to an accommodation will be addressed confidentially.

General Prohibition in Hiring Process

The TTC is also committed to a fair hiring process based on job related qualifications, merit, and abilities. You are expected to write your own materials and provide your own qualifications and experiences during the hiring process. The TTC will not tolerate the use of artificial intelligence or external resources in any of your submissions or responses, or the disclosure of interview questions to others. By submitting your application, you acknowledge and agree to the following:

• The use of any artificial intelligence (AI) tool including, but not limited to, ChatGPT and Microsoft Copilot, to generate or produce any information or materials to be submitted or any response to any assessment question or any interview question, is prohibited.
• All information and materials you submit, including resume, cover letter, and assessment responses, are your own original work without the use of any AI tool
• During any interview, your response to any interview question is your own without the use or assistance of any AI tool or any person.
• You will not disseminate or disclose to any person any interview question.

Should you breach the prohibition of AI tool use, or information dissemination or disclosure, you will be in violation of TTC’s hiring process and TTC may withdraw your application and may prohibit you from participation in the TTC hiring process.

Relatives of TTC Employees

The TTC’s policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

We thank all applicants for their interest but advise only those selected for an interview will be contacted.