Contract Coordinator

THE ORGANIZATION

The Martin Family Initiative (MFI) works in collaboration with Indigenous communities and organizations to advance family, educational and economic well-being outcomes for Indigenous people, across the lifespan.
Addressing emerging needs through Indigenous led practices lives at the core of what we do.
We work with Indigenous leaders and educators to identify the wellbeing objectives they wish to see for their families and students they care about.

POSITION SUMMARY

Reporting to the Director of Finance, the Contract Coordinator is a member of the MFI team and plays an important role leading the development of partnership agreements between MFI and its partners, service agreements and other contracts, coordinating grant applications and proposals, reporting to funders, and other special projects.

This is a full-time temporary position for the period of May 2025 to January 2026.
Position is remote or hybrid and based in Montréal.

Please email a PDF of your CV and a cover letter (approx.
250 words) to *** with the subject:
Contract Coordinator.
We thank all applicants for their interest, but only those chosen for an interview will be contacted.

THE ROLE

• Collaborate with MFI leadership team to ensure a thorough and consistent approach to the drafting of agreements, contracts, grant proposals and reports that are aligned with the overall operational and strategic goals.
• Draft legal agreements and contracts with partners, service providers, and other stakeholders, ensuring clarity, accuracy, and adherence to legal and regulatory standards.
• Collaborate with MFI leadership team to develop work plans, ensure timely delivery of projects, and track follow up items related to legal counsel's tasks and deliverables, as needed.
• Maintain accurate records of contracts, agreements, and legal correspondence, ensuring confidentiality and security of sensitive information.
• Review external agreements proposed by partners, vendors, and service providers to ensure alignment with organizational goals, policies, and legal requirements.
• Coordinate the internal legal approval process, ensuring timely review and approval of contracts, agreements, and other legal documents by liaising with stakeholders across programs/departments, managing workflow timelines, and facilitating communication between legal counsel and relevant parties.
• Liaise with external parties to clarify and/or provide an explanation of legal clauses in contracts and agreements.
• Effectively communicate and clarify contract terminology, obligations and implications to team members as needed, to enhance understanding of legal documents, mitigate risk and promote compliance with organizational policies.
• Provide oversight and management of all partnership, funding and service agreements, tracking key dates and obligations to ensure timely fulfillment and compliance.
• Maintain template agreements for future use, updating as needed to reflect changes in organizational policies or legal requirements.
• Maintain agreement and funding calendar, tracking application and reporting, timelines, and other critical milestones.
• Maintain the library of agreement support documents including legal status documents, insurance, ethics, Board lists, etc.
• Executing donor thank you letters and facilitate grant contracts/agreements.
• Other duties as assigned.

EXPECTATIONS OF THE ROLE

• Work closely with the MFI leadership team to support the successful implementation of MFI programming with multiple partners.
• Respond to ever-evolving community contexts and organizational timelines.
• Support the development and implementation of internal procedures and administrative processes.
• Adapt to ongoing evolution of MFI team and deliverables.
• Complete weekly time tracking using Monday.com accountability tool.
• Work remotely or hybrid based on location in an independent manner and be available from 9am to 5pm of the time zone in which you are located.
• Adhere to all MFI travel and expense policy guidelines.

PREFERRED KNOWLEDGE AND SKILLS

• Bachelor's degree in a relevant field or equivalent experience (e.g., Legal studies, Business Administration, Public Administration).
• Proven experience in contract coordination.
• Understanding of compliance principles and regulations, particularly in the non-profit or government sectors.
• Paralegal certification or equivalent experience in a legal setting.
• Excellent written and verbal communication skills, with the ability to communicate complex information clearly and effectively.
• Highly organized with exceptional attention to detail and the ability to manage multiple projects simultaneously.
• Proficiency in Microsoft Office Suite.
• Strong analytical and problem-solving skills, with a proactive approach to identifying and resolving issues.

BENEFITS

• 35-hour work week
• Be a part of a tightly knit team with a thriving inclusive remote culture
• Hybrid work model if based in Montréal
• Work life balance