Contract and Compliance Specialist

hybrid
Cambridge, Ontario, Canada .
full-time . September 11, 2026

Description

Contract and Compliance Specialist

Location: Cambridge, Canada

Type: Full-Time

Who We Are:

Since 1992, Powerhouse Controls has been on a mission to be recognized as a world-class, single-source drive and automation systems integration supplier.

We bring exceptional technical and engineering experience to the table, but what really sets us apart is an unsurpassed level of passion and commitment. We listen, question, collaborate, analyze and assess until we’re completely convinced that our recommendation is the best solution possible.

Powerhouse Controls is on the hunt for individuals who embody the spirit of innovation, collaboration, and integrity. We're not just seeking employees; we're searching for trailblazers who share our passion for shaping the future of control systems and automation. If you're fueled by the fire of creativity, if you're driven by a desire to collaborate with a diverse community of experts, and if your commitment to ethical excellence is unwavering, then you're exactly who we're looking for.

Position Overview:

Reporting to the Director of Business Operations, the Contract and Compliance Specialist owns the commercial administration of customer orders from the pre-award stage through to close-out. The role reviews incoming purchase orders for accuracy and commercial acceptability, coordinates the negotiation of terms and conditions and master agreements with internal Legal, enters and structures accepted orders in the ERP system, and remains the customer's administrative and commercial point of contact throughout project execution. This role is also responsible for the compliance obligations that flow from those contracts – customer and third-party certifier portals, vendor onboarding, project-specific insurance, bonds and guarantees – along with license provisioning and support contract administration for the company's standard products.

Sitting between Sales, Legal, Project Management, Procurement and Accounting, the Contract and Compliance Specialist is one of the company's principal administrative interfaces with the customer and acts as a control point on what the company commits to, escalating exceptions to Legal when they arise. The successful candidate will be detail-oriented, highly organized, and skilled at managing competing priorities and deadlines while maintaining strong communication and collaboration with internal and external stakeholders.

Why Join Us?

You will be joining an amazing team with an awesome culture! Below are more perks to joining us!

· Health/Dental Benefits

· Increased Vacation

· Profit Sharing

· Birthdays off with pay

· Flexible work hours

· Fitness incentive

· Career development

· Social and Team building events

· Charitable donation matching

· RRSP/401K Matching

· AAA/CAA Basic membership coverage

What You’ll Do:

Pre-Award Commercial Support

Obtain and review commercial information for prospective customers when requested by sales, including their standard terms and conditions, supplier codes of conduct, and prequalification requirements.
Serve as the single point of contact between the customer's commercial and procurement functions and internal Legal, initiating and coordinating negotiation of terms and conditions, master agreements, and framework agreements as required.
Track expiry, renewal, and auto-renewal dates for master agreements, framework agreements, and standing offers, initiating renewal ahead of lapse.

Order Review, Acceptance and Entry

Review incoming purchase orders and supporting documentation for accuracy, completeness, and commercial acceptability, including price, scope, delivery, terms referenced or attached, and any new or altered flow-down conditions.
Apply standard screening rules to process clean repeat orders at a reduced level of review, reserving full review for orders that fail any screening test.
Enter accepted orders and project structures into NetSuite, including billing milestones, payment terms, tax treatment, ship-to and bill-to detail, and contractual reference documents.
Issue formal acknowledgement packages to the customer, including any qualifications, exclusions, or clarifications required to preserve the company's position if the PO differs from the quotation.
Withhold the release of orders for execution if a material commercial obstacle is unresolved, escalating rather than allowing work to start on an unaccepted or non-compliant order.

Project Execution

Participate in internal kickoff meetings to walk the project team through the commercial and contractual envelope of the order.
Identify terms that must flow down to suppliers and subcontractors – warranty duration, insurance limits, confidentiality and IP assignment – and communicate these to Procurement before purchase orders are placed.
Serve as the customer's administrative and commercial point of contact from order acceptance through close-out, responding to these queries so that Project Management and Engineering are not diverted onto such traffic.
Support the resolution of commercial disputes, including preparing and issuing contractual notices, supporting Accounting with collections and coordinating with Legal where a claim, dispute, or termination is in prospect.
Administer commercial close-out, including confirming final acceptance, recording warranty commencement date, and returning or cancelling bonds.

Compliance & Third-Party Certification

Administer customer procurement and compliance portals, as well as third-party certifier platforms, maintaining Powerhouse’s status/rating, and submitting documentation and responding to information requests within customer deadlines.
Complete customer vendor onboarding, including supplier registration forms, tax forms, banking details, supplier diversity and ESG questionnaires, and code-of-conduct attestations.
Obtain and issue project-specific insurance certificates and endorsements to meet contractual requirements, coordinating with the company's broker.
Coordinate performance bonds, letters of credit, and parent company guarantees with accounting and surety broker where contractually required.

Standard Products & Services

Administer the order and entitlement lifecycle for the company’s software products, provisioning and managing licenses within the company’s license manager software.
Track renewal dates for support contracts and initiate renewal in advance of expiry, coordinating with Sales on expansion or repricing.

Documentation & Process

Maintain comprehensive and organized records of contracts, project files, and compliance-related documentation for easy access by stakeholders.
Develop and maintain documentation for all key processes for which this role is accountable and continuously look for ways to improve the efficiency and effectiveness of existing processes.

Note: The key accountabilities are not an exhaustive list and other duties may be assigned as needed.

What You Bring:

· Minimum of 3 years of experience in legal support (law clerk / paralegal), contract administration, sales operations, or a related administrative role.

· Bachelor's degree or diploma in business administration, finance, or a related discipline.

· Experience managing the administrative aspects of contracts, including compliance, documentation, and project support.

· Familiar with contract and legal terminology.

· Strong communication and interpersonal skills, with a customer-focused approach.

· Excellent organizational skills and attention to detail.

· Proficient with Microsoft Office (Excel, Word, Outlook).

· Experience with NetSuite an asset.

Opportunity Awaits:

If you’re ready for Empowering industry through practical innovation and take on a pivotal role in a company that’s redefining industrial automation, we want to hear from you. Together, we can build a future were innovation and excellence drive success. Apply Today!

Powerhouse Controls is committed to providing a barrier-free interview process and accommodating applicants’ needs in accordance with Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the process, please contact our recruitment team.

Know someone who would be a perfect fit? Let them know!