Commercial Clerk - Kitchener -Waterloo

Commercial Clerk


Job description

Keolis provides mobility to over 3.4 billion passengers a year in 15 countries, operating every mode from commuter trains and automated metros to shared bicycles. The almost 1,000 employees of Keolis Canada operate light rail vehicles, urban buses, intercity coaches and airport shuttles. For over 12 million passengers a year, they make reaching their destination a safe, reliable and pleasant experience.

The Commercial Clerk supports commercial activities to ensure efficient operations of the Light Rail system of the Region of Waterloo. This position is responsible for managing activities related to document control, reporting, invoicing and claims administration. The role directly contributes to the areas of contractual compliance, risk mitigation and cost containment, and is a key contributor to effective organizational communication.

Claims Management:

  • Manage rolling stock and rail infrastructure warranty claims, gathering supporting documentation to defend disputed claims.
  • Serve as the primary contact for third-party adjusters and insurers regarding all property and liability claims.
  • Inform various relevant parties (GLQ, insurers, adjusters, etc.) of incidents and claims as incurred.
  • Regularly review open claims; escalate and obtain approvals as required, in line with Keolis procedures.
  • Maintain detailed historical records of losses and claim resolution to inform risk financing strategy.
  • Produce regular summary reports on claims status and financial impacts.


  • Manage all inbound invoices, ensuring requirements for approval and financial controls have been satisfied in accordance with Keolis procedures.
  • Assign costs to correct budget lines in accordance with Keolis’ general ledger structure.
  • Follow up on payment inquiries.

Document Control:

  • Ensure the maintenance and continuous improvement of the internal document control system for KGR.
  • Administer document control processes for internal documentation, in line with Keolis procedures and ISO 9001 principles.
  • Administer all formal client communication and contract submittals using Aconex.
  • Work with stakeholders to ensure that incoming requests from client(s) are actioned, and feedback is provided in a timely manner.
  • Maintain up to date documentation of contract variations.
  • Oversee client reporting schedule, ensuring timely and compliant submission of deliverables.
  • Provide document control training upon request.


  • Conduct all work in line with quality management expectations, as outlined in the relevant company directives and procedures;
  • Conduct all work in a safe manner, as outlined in the relevant company directives and procedures.
  • Other duties, as required.

Knowledge and Skills

  • Highly self-motivated and proactive individual, able to work autonomously and in a team.
  • High level of attention to detail.
  • Strong organizational and problem-solving skills.
  • Basic mathematics skills.
  • Able to identify and rectify problems and issues in a timely manner.
  • Able to effectively communicate and build rapport with suppliers and employees.
  • Good written and verbal communication skills.
  • Able to communicate across a diverse range of clients, both internal and external, and sustain effective working relationships.
  • Adaptable to changing priorities and requests in a fast-paced environment.
  • Willingness to learn and take on a variety of tasks.


  • College diploma in business, commerce or related field, an asset.
  • 1-3 years’ experience in a commercial/business administration role, or similar.
  • Experience with document control software packages (i.e. Aconex) an asset.
  • Knowledge of insurance principles an asset.
  • Experience in the transportation industry an asset.
  • Intermediate proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint.
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