Contract Administration Coordinator (Document Control)

Venor is proud to partner with Fathom Studio in the search for a Contract Administration Coordinator (Document Control) to join their collaborative team in Dartmouth, Nova Scotia. 

For more than 25 years, Fathom has built a distinctly interdisciplinary design practice bringing together architecture, landscape architecture, planning, urban design, graphic design, interpretive planning, and engineering under one roof. Rooted in Atlantic Canada, Fathom approaches projects through the lens of place—bringing different perspectives together to create thoughtful, meaningful spaces and communities. 

What makes Fathom different is the opportunity to work beyond the boundaries of traditional architectural practice. Their studio brings designers, architects, planners, technologists, landscape architects, engineers, and other creative professionals together in a highly collaborative environment where strong coordination and communication are essential to successful project delivery. 

The Opportunity 

As Contract Administration Coordinator, you will play an important role in supporting Fathom’s projects through construction by ensuring project information is organized, accurate, current, and accessible. 

Working closely with the Contract Administration team, Project Architects, consultants, contractors, and clients, you will coordinate construction documentation, maintain project records, and help keep information moving efficiently from construction through project closeout. 

This is an opportunity for someone who thrives on organization and enjoys bringing structure to complex projects. Your work will allow Fathom’s Contract Administrators and project teams to focus on technical review, client service, and construction problem-solving while knowing the documentation behind each project is well managed.

What You’ll Be Doing 

• Manage electronic construction documentation, including document control, revision tracking, and version management. 
• Prepare, distribute, and track construction contract documentation. 
• Maintain project logs and registers for RFIs, Shop Drawings, Supplemental Instructions, Change Orders, Contemplated Change Orders, Field Review Reports, Deficiency Lists, and other project records. 
• Maintain project information within Autodesk Construction Cloud, Procore, SharePoint, and other project management platforms. 
• Coordinate document distribution between owners, contractors, consultants, and internal project teams. 
• Monitor outstanding documentation and help ensure project information remains current and complete. 
• Review documentation for completeness prior to issuance and maintain accurate revision histories. 
• Coordinate project closeout documentation, including O&M Manuals, warranties, Record Drawings, commissioning records, occupancy documentation, and final project archives. 
• Support the continued development of Fathom’s Contract Administration standards, templates, and document control processes. 

What We’re Looking For 

We’re looking for a highly organized and detail-oriented professional who enjoys creating structure, keeping information on track, and supporting teams through complex projects. 

You understand that good document control is more than filing information—it’s about making sure the right people have the right information at the right time. You’re comfortable managing multiple projects and competing priorities while maintaining accuracy and following through on details. 

Just as importantly, you’re collaborative and proactive. You communicate clearly, anticipate what project teams need, and enjoy working with different disciplines and stakeholders to keep projects moving forward. 

Qualifications 

• Experience within architecture, engineering, construction, or professional consulting is preferred. 
• Experience supporting construction contract administration or document control is considered a strong asset. 
• Familiarity with construction documentation, RAIC Document Six, CCDC contracts, and contract administration processes is considered an asset. 
• Experience with Autodesk Construction Cloud, Procore, SharePoint, Bluebeam Revu, Microsoft Office, and Adobe Acrobat is preferred. 
• Strong organizational and time-management skills with the ability to manage multiple projects and priorities. 
• Excellent attention to detail and commitment to accurate, well-organized documentation. 
• Strong written and verbal communication skills. 
• A proactive, collaborative approach and commitment to supporting successful project delivery. 

Why Fathom? 

Fathom offers something a little different from a conventional architecture firm. You’ll join an interdisciplinary, design-focused studio where strong project coordination and organization are valued as important parts of successful design and construction. 

You’ll work alongside talented people across multiple disciplines, contribute to interesting projects throughout Atlantic Canada, and play an important role in helping project teams work effectively through construction. For someone who enjoys organization, collaboration, and keeping complex projects on track, Fathom offers an opportunity to make a meaningful contribution. 

To learn more about this opportunity, contact Natalie Isaacs at Natalie@venor.ca