Mechanical Contract Administrator

About the role

You will own the detailed oversight of mechanical construction administration for DIALOG projects, ensuring contractual accuracy and compliance from start to finish. You will serve as the primary liaison for all mechanical contract matters, guiding Supplemental Instructions, Proposed Change Notices, RFIs, and Submittals through rigorous review. You will interpret tender documents and construction contracts to safeguard the project's scope, schedule, and budget against discrepancies or misalignment. You will apply your 5+ years of mechanical construction experience to verify that field execution matches the agreed specifications and drawings. You will lead difficult conversations with external contractors, subcontractors, and tradespeople, addressing disagreements and emotional responses with clarity and professionalism. You will collaborate daily with DIALOG practitioners, providing technical guidance and support to uphold the firm's design intent and quality standards. You will act as a vigilant gatekeeper, quickly spotting deviations on site and resolving issues immediately through clear, effective communication. You will represent DIALOG with optimism and confidence, reinforcing our reputation as a collaborative, values-driven, and technically precise practice.

Key facts

What you'll do

Coordinate the end-to-end administration of mechanical construction contracts, monitoring progress, quality, and adherence to contract documents.

Perform detailed reviews of Submittals, ensuring mechanical shop drawings, product data, and samples align with tender requirements and project specifications.

Manage the full lifecycle of project documentation, from issuing RFIs to processing Supplemental Instructions and Proposed Change Notices with precision.

Conduct regular construction site visits to verify that installed mechanical systems match approved drawings and contractual obligations.

Lead proactive communication with external contractors, subcontractors, and tradespeople to clarify expectations and resolve emerging issues.

Interpret contract terms for non-technical stakeholders, translating complex clauses into clear guidance for on-site teams.

Track and report on contract compliance, documenting all interactions, decisions, and discrepancies to maintain a clear audit trail.

Support risk management by identifying potential contractual conflicts early and recommending timely, constructive solutions.

Facilitate collaborative discussions during contentious situations, de-escalating tension while protecting project interests and relationships.

Uphold DIALOG's standards as a Certified B Corporation by promoting ethical practices, transparency, and sustainability in contract administration.

Apply strong project management skills to prioritize tasks, meet deadlines, and coordinate resources across multidisciplinary teams.

Provide mentorship and feedback to junior staff, contributing to a culture of continuous learning and professional growth within the practice.

Demonstrate flexibility in travel to project sites across the Greater Toronto Area and beyond, ensuring consistent on-site presence when required.

Act as a trusted advisor to the project team, balancing technical accuracy with diplomacy to keep mechanical work on track and within budget.

Requirements

You must possess a minimum of 5 years of demonstrated experience in mechanical construction administration within the architecture, engineering, or construction sector.

You must have a solid understanding of mechanical systems, including but not limited to HVAC, ductwork, piping, and related equipment installations.

You must be proficient in reviewing and interpreting tender documents, contracts, drawings, and specifications to ensure alignment and compliance.

You must be capable of conducting regular construction site visits and preparing clear, factual reports based on direct observation and documentation.

You must have experience managing Submittals, RFIs, Supplemental Instructions, and Proposed Change Notices with attention to detail and accuracy.

You must be comfortable engaging with contractors, subcontractors, and tradespeople at all levels, addressing issues that may involve disagreement or heightened emotion.

You must hold valid certifications or licenses relevant to mechanical construction where required by jurisdiction, and maintain current knowledge of applicable codes and standards.

You must demonstrate strong project management, organizational, and time-management skills, with the ability to handle multiple priorities in a fast-paced environment.

Nice to have

Experience working on complex commercial or institutional projects where mechanical systems intersect with architectural and structural coordination.

Background in projects pursuing sustainability or green building certifications, supporting DIALOG's commitment to environmentally responsible design.

Exposure to Building Information Modeling (BIM) and coordination workflows to support clash detection and constructability reviews.

Familiarity with project management software and tools used for contract documentation, scheduling, and field reporting.

A collaborative mindset that supports cross-disciplinary teamwork, including coordination with structural, electrical, and civil engineering colleagues.

Practical notes

This role requires travel to project sites on a regular basis, often on short notice, to verify work in progress and meet with project stakeholders.

The successful candidate must be legally authorized to work in Canada without sponsorship, as DIALOG is unable to provide work authorization or sponsorship at this time.

Candidates should be prepared to engage with diverse teams and stakeholders, reflecting DIALOG's inclusive and collaborative workplace culture.