Mechanical Contract Administrator

DIALOG

Toronto, ON hybrid Until 8/21/2026 5+ years exp First posted June 6, 2026 Last posted June 6, 2026

Job description

Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share.

We are a multi-disciplinary practice of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, landscape architects and sustainability experts who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and one of Canada's Greenest Employers, committed to using our design practice as a force for good in the world.

The Mechanical Contract Administrator will showcase their 5+ years of mechanical construction experience as key oversight for DIALOG projects and mechanical contracts, including Supplemental Instructions, Proposed Change Notices, RFI’s, Submittals, etc.  The candidate will be technically skilled in the administration of project contracts and familiar with regular visits to construction sites, ensuring work is performed according to contract specifications.  In this role, you must be comfortable collaborating with DIALOG practitioners as well as external contractors, subcontractors, trades people, etc. and confident addressing matters that may involve disagreement or emotional responses.  The ability to quickly identify when work is not aligned with the project contract and address issues right away, with clear and effective communication to others is essential. The ideal candidate is technically competent in mechanical construction, flexible with travel to project sites, demonstrates strong project management and relationship building skills, and can provide and receive feedback professionally. 

How you'll make a difference:

Build relationships with stakeholders and contractors to deliver best in class projects 

Collaborate with trades onsite to provide engineering solutions

Attend project related meetings onsite and virtual including start-up meetings and regular construction meetings with stakeholders

Maintain lines of communication between owner, architect, engineers, contractor, trades, subcontractors and vendors

Review construction site for general conformance of the contract documents and enforce all aspects of the contract

Review progress claims for accuracy and completeness, provide approval as required

Respond to requests for information and provide quick consultations, solving problems as they arise

Review shop drawings for compliance with design and contract documents

Manage the mechanical contract including Supplemental Instructions, Proposed Change Notices, RFI’s, Submittals, etc.

Coordinate with internal team to provide comprehensive communication and support to the project

Be proactive in making recommendations to stakeholders and maintaining documentation so contract can be fairly enforced

Provide impartial guidance to resolve conflict or negotiations in a fair and reasonable outcome to all parties

Review As-built drawings and O&M manuals

Who you are:

Must possess a minimum of 5 years’ experience in the mechanical construction field with a minimum of 3 years relevant on-site experience.

Proficient in project field reporting, field reviews, payment certification, site document processing (CCN/RFI/SI) and contract change procedures

Strong mechanical building science background with an excellent understanding of construction process, methods and materials

Strong analytical and problem-solving skills

Proven track record of maintaining high quality standards while working within tight deadlines

Compelling interpersonal skills and effective written and verbal communications skills

Ability to handle stressful situations with a high degree of professionalism and composure

A comprehensive knowledge of relevant building standards, construction codes and procedures

Knowledge of Onware and Procore Construction Software considered an asset

A vehicle and valid driver’s license are required for regular travel to DIALOG project sites

Ability to achieve national security clearances is required.

Don’t meet every single requirement? We still encourage you to apply! We’re looking for future DIALOGers who are eager to learn, bring unique perspectives, and want to make a real difference in the world—even if your experience doesn’t align perfectly with every qualification.

Perks & Benefits

Parental leave top-up programs for all parents upon the birth or adoption of a child, RRSP matching, competitive medical and dental benefits coverage upon the first day of employment, discounted memberships, encouraged work/life balance with gifted time off during the holiday season and Vacation Buy-Up program, and reimbursement for professional memberships and dues are just a few of the benefits that DIALOGers enjoy.

Professional Development

DIALOG offers continued professional growth through leadership development opportunities specifically designed for our collaborative culture. Among others, some of our programs include: CoachDIALOG which equips our coaches with essential communication and feedback strategies for building great teams; Integrateducation™ supports DIALOGers in accredited continuing education opportunities; technical skills development via e-learning pathways; and financial support for relevant external learning opportunities.

Equal Opportunity

DIALOG celebrates diversity and is an equal opportunity employer. We are committed to an inclusive environment for all, free of discrimination and harassment. Employment-related decisions are made without regard to sex, religion, ethnicity, sexual orientation, disability, age and race. In accordance with DIALOG’s Accommodation Policy, accommodations for people with disabilities are available upon request for candidates throughout the selection process.

Compensation (from employer):
85000–104000 CAD per year

About this role

Summary

Oversee mechanical projects, contracts, site visits, and stakeholder collaboration.

Job title

Mechanical Contract Administrator

Experience level

5+ years

Minimum experience

5+ years exp

Industry

architecture

Location requirements

Toronto, ON; remote work not specified.

Salary

C$85k–C$104k

Management role

Skills & keywords

Required skills

mechanical constructioncontract managementproject reportingsite visits

Preferred skills

OnwareProcore

Specializations

mechanical constructioncontract managementproject coordinationbuilding science

Locations

Structured locations inferred from the posting.

Toronto, ON, Canada

Hybrid City