IT Contracts & Administration Specialist Full Time

Reporting to the Vice President, Business Technology Services, the IT Contracts & Administration Specialist is a key member of the Seaspan team, ensuring the smooth operation of the BTS department. Involved in a wide variety of activities, the role is responsible for overall BTS Business office operations, reporting and analysis, systems support, financial analysis, IT Application licensing, procurement, and contract administration. This role collaborates with a BTS team of approximately 75 team members. The incumbent is an active member of the BTS Leadership team, ensuring accuracy and effectiveness of financial activities (budgeting, expense and invoice management, contract administration), BTS practices and standards, communications, and overall BTS operational performance. The role collaborates with the business and all BTS teams to collect, analyze, and communicate information to elevate the services and efficiency of the BTS team.

Note: This position qualifies for an optional hybrid work schedule after 90 days of onsite work and onboarding. Employee will be subject to the terms of the Flexible Work Policy Agreement.

What you’ll do

BTS Administration:

• Assists in evaluating, recommending and supporting improvements to tools, standards, methodology and governance to support the BTS function.
• Helps identify and supports opportunities for cross-BTS departmental interdependencies, collaboration, efficiencies, and improvements, using IT tools and methods,
• Supports the planning of BTS meetings (i.e. BTS team building events, BTS department meetings, etc).
• Works with cross-functional teams to assist in the design or improvement of business processes and support transitions to implementation and operation.
• Supports communications between BTS department leaders to address technology requirements.
• Provides ownership and maintenance for the BTS SharePoint site, in conjunction with the leadership team.
• Assists in validating training for new BTS solutions and contribute to training efforts (online or in-person) as needed, in collaboration with the IT Training Analyst
• Supports the generating BTS 3year roadmap updates, coordinate updates with business and BTS PMO, reports and presentations for senior-level audience (ELT, SLT, SAT, Audit/Board)
• Assists in managing the overall BTS training requirements and execution annually to keep BTS talent and skills update with the ever changing technology landscape.
• Helps maintain the library of BTS Corporate Controlled Documents and contribute content for Quarterly BTS updates.
• Supports the development and revisions of IT governance processes and documentation.
• Administers the CAPEX and OPEX budget for BTS. And provides liaison role to Finance.

IT Application Licensing, Procurement and Contract Administration:

• Assists with the administration and purchase/renewal of IT application licenses.
• Supports vendor coordination for contract renewals for software and/or services ensuring contract administration standards.
• Executes IT procurement – including receipt of renewal/quote, creation of purchase orders, allocation of future costs (as directed by Directors/Managers/Leads).
• Maintains digital filing systems for contract administration – monitor contract expiration and renewal dates.
• Supports auditing processes and compliance to internal controls, ensuring all agreements are accurately documented, up-to-date, and readily accessible for compliance verification.

Financial Analysis:

• Assists in monitoring monthly operational spend. Provide summaries to IT Leadership team.
• Ensures quality assurance of AFEs prior to final approval, and BTS monthly expense reports.
• Assists BTS Leaders and Project Managers with the creation, and closures of AFEs for projects.
• Provides analysis for monthly OPEX and CAPEX reports.
• Assists in reviewing, preparing and analyzing BTS budgets, forecasts, and monthly reconciliation. Help monitor the budget and identify areas for cost reduction.
• Analyzes IT Invoices and intercompany charges including receipt of invoice, coding (as directed by directors/managers/leads), coordination of approval, and reclasses where required.

Reporting, Analysis and Systems Support:

• Reviews IT Operational KPIs (Key Performance Indicator), including WashCoIT component, and find and address anomalies, identify trends and support the team in finding solutions. Facilitate meeting with team leads to review data and present to leadership.
• Supports the evaluation of business requirements and contribute to identifying opportunities for process and solution improvements.

What you’ll bring

• University degree or Diploma in IT or related business discipline
• 3 – 5 years’ experience in the IT Industry or department or equivalent working experience. Proven customer service, problem-solving and analytical thinking skills based on previous work experience.
• High attention to detail and ability to consolidate, analyze, and present numerical and financial data for internal distribution.
• Tech savvy; ability to learn new systems quickly.
• Highly organized self-starter who can manage multiple competing priorities; detail-oriented with thorough follow-up skills.
• Excellent communication skills to interact with all levels of employees / management as well as external vendors.
• Process Support: Good at figuring out the processes necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; knows what to measure and how to measure it; can see opportunities for synergy and integration where others can’t; can simplify complex processes; gets more out of fewer resources.
• Planning: Accurately scopes out length and difficulty of tasks and projects, sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results
• Drive for Results: Can be counted on to exceed goals successfully, steadfastly pushes self and others for results.
• Cross-Cultural Sensitivity: Understands and can empathize with differences in people and cultures; is not judgmental about differences; respects differences; understands nuances of local culture; respects different value sets; handles and is comfortable with diversity.
• Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at the honest analysis; looks beyond the obvious and doesn’t stop at the first answers.

Why you’ll love working here

• This is a full-time, permanent position. With multiple operations and long-term projects, Seaspan employees enjoy job stability as we look ahead to build ships for decades to come.
• In addition to an annual bonus and pension plan matching, this role provides you a very competitive salary in line with the successful candidate’s experience.
• We also provide a best-in-class health and wellness benefits package for this position, including such things as full health care, dental, vision, life insurance, medical leave coverage, parental leave coverage, childcare benefit partnership, personal spending account, and an Employee Family Assistance Program (EFAP).
• Access to Pemberton campus gym.
• Parking is included and to assist those that are using transit, we operate a complimentary shuttle bus Monday through Friday with various pick up and drop off points around North Vancouver.

The estimated salary for this position is $82,700 – $99,200. In determining final salary, Seaspan considers many factors including the successful Candidate’s skillset and experience as well as position location and internal equity. The final base salary offer will be at the Company’s sole discretion and presented as part of a competitive total compensation package.

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This position is eligible for Canadians of all ages

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