Production Administrator (Contract)

Role Summary

Company: Activa

Job Title: Production Administrator (Contract)

Job Type: Full-Time, Contract

Reports To: Contracts Manager

Location: Waterloo, Ontario

Reporting to the Contracts Manager, the Production Administrator is primarily responsible to maintain purchase prices and Vendors for each house/ unit that is sold and/or spec’d (inventoried), and ensure it is built as per builder’s specifications, homebuyer’s requirements and within production schedule.


Key Responsibilities

  • Enter/Update Contract Prices and Set up Vendors (Trade Partners) for all projects in HB1 (ERP)
  • Update Options Pricing (upgrades) in HB1 in timely manner due to price change
  • Maintain Trade’s Price Sheets for use by site and internal staff
  • Register Netzero/Netzero Ready/Energy Star Houses in EnerQuality Database; upload certificates in HB1 software once received
  • Request Trade documents as required; electronic filling and maintenance documents (Form 1000, Liability Insurance, WSIB Clearance, Health &Safety Documents); assist New Trade Partners with set up documentation
  • Create price comparison for all price increase requests for review and approval by Manager
  • Assist Trade Partners/Purchasing with pricing or contract related requests
  • Set-up Trade Types and attach Cost Category to a Vendor in HB1 upon request from Estimating, Site and Warranty Department
  • Coordinate information for Trades/Suppliers to ensure rebates are received where applicable
  • Execute Case Study as a Team prior to implementation of new version/features of HB1
  • Inform supervisor about potential issues as early as possible and offer solutions for problems that arise or issues that might develop
  • As required from time to time by Estimating Department, initiate tasks directly from plans, contracts, and specifications
  • Other duties as assigned


  • Minimum 1-2 years of experience in estimating or contracts within residential home building industry
  • Experience with Microsoft Office with strong focus in Excel
  • Experience with Newstar or JDE an asset
  • General understanding of home construction, current OBC building code, contracts and terminology, Architectural plans

Personal Attributes

  • Excellent interpersonal skill; able to build relationships with outside contractors
  • Strong analytical skills
  • Strong organization skills

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    Activa is committed to creating an inclusive environment for all individuals. We support the goals of the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation throughout the recruitment process please contact our Human Resources department.

    If you are self-motivated and are looking for an opportunity to expand your career in a dynamic and enthusiastic environment, you are invited to submit your resume to We appreciate your interest, however only qualified candidates will be contacted. For more information on our company visit