What are the responsibilities and job description for the Contract Manager position at Nevada HAND Inc?
Summary Duties and Responsibilities:
Performs duties necessary to assure that contract documents are maintained in an organized manner with all supporting documentation (insurance certificates, W-9 forms, etc.). Responsible for compliance of Davis-Bacon, certified payroll, ARRA, and Section 3 requirements.
Essential Functions and Work Duties:
The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff. Additional work functions and duties may be assigned.
Contracts
- Coordinate preparation of contractual provisions and the administration of contract proposals.
- Facilitate pre-bidding process by collecting budgetary proposals when needed.
- Prepare bid notices and advertisements.
- Prepare bid documents and set-up bid package in Procore.
- Coordinate with local municipalities for pre-bid conference and bid opening dates.
- Prepare requests for proposals (RFP’s) as necessary.
- Prepare project manual.
- Modify scopes project.
- Answer questions of bidders and/or forward to EVP for review.
- Prepare subcontract abstract and schedules of value.
- Review contract before it goes out to the subcontractor. Review subcontract after it comes back from sub to be sure it is correct, and all supporting documentation has been received before EVP signs.
Maintenance of Contracts
- Prepare separate boilerplate contracts for all new projects. Each boilerplate is customized for the project, and includes ownership, lender, scopes of work, insurance requirements, lien releases, schedules of value, and plan logs.
- Update verbiage in contracts, for compliance with governing statutes, insurance requirements, etc. as necessary.
- Instruct and follow-up with subcontractors on additional Davis-Bacon requirements, when applicable, and necessary certified payrolls.
- Instruct and follow-up with subcontractors on additional Davis-Bacon requirements when applicable, and necessary certified payrolls.
- Follow-up with subcontractors on timely signing and return of all subcontracts.
- Ascertain that required general liability, workers compensation insurance, and auto coverage have been obtained by subcontractors, and received by our insurance broker as well as providing copies of contractor’s license, various business licenses, and W-9s.
- Update subcontractor contact information in Procore and Outlook database.
- Process monthly insurance expiration report and send out insurance renewal requests to ensure all subcontractors and vendors are up to date.
- Mail out contracts for signature(s) or contact the subcontractor to pick-up contract.
- Follow-up with subcontractors on returning signed contracts in a timely manner.
Accounting and Contracts
- Coordinate with Accounting Department on setting up all new vendors and subcontracts into the accounting database.
- Review all owner consultant invoices; verify either as contract work or change order/purchase order work and bring questionable items to supervisors.
- Cost code owner consultant and general conditions invoices for payment from appropriate budget allocations.
- Prepare change orders to subcontracts, and follow-up with subcontractor on signing and returning these.
- Enter approvals into Timberline for all signed change orders.
- Assist the accounting staff in requesting final, progress and retention billings from subcontractors and consultants.
- Coordinates Safety meetings with safety consultant.
- Prepares SWPPP, Dust Control permits, and signage.
ARRA (When applicable)
- Report quarterly monthly on jobs that are retained or created through our construction projects. This includes reporting HAND Construction workers and the workers of subcontractors.
Section 3 (When applicable)
- Provides reports on Section 3 qualified HAND Construction employees and employees of the subcontractors to the Housing Authority.
- Collect and review all Section 3 plans from subcontractors at start of project and submit to AHJ.
- Review and track all Section 3 residents per project and submit documentation to AHJ as requested.
Construction Documents
- Manage document log and plan distribution.
- Log all drawings (new sheets and revisions) into Procore.
- Manage the plan check and permitting process.
- Manage the plan check revision process and permit issuance.
- Verify/coordinate with reprographic company to ensure their files are updated with any new and revised plans.
- Prepare distribution transmittals to track all drawing distributions.
- Order drawings electronically, as necessary, for subcontractors, and HAND Construction.
- Maintain an accurate set of plans: revised sheets are inserted, and the old sheets are X’d out, and removed at project completion.
- Make sure the field has the documents necessary to build the project.
Procore Construction Management software
- Add and update all contact information in the overall company directory.
- Manage permission templates and granular permissions of users.
- Create new project and inactivate completed projects.
- Keep safety inspection templates up to date and ensure all projects have up to date templates.
- Troubleshoot issues and answer questions that arise with field or office staff and subcontract users. Submit and catalogue wish-list items to the Procore forum.
Utility Coordination
- Complete required utility forms for all utility companies (NV Energy, Century Link, COX, and Southwest Gas).
- Coordinate with electrical engineer for accurate information.
- Submit forms to utility companies along with a set of drawings for review.
- Coordinate for pre-design meetings if required.
- Follow up with utility companies for design time frame.
- Orders Jones valves from LVVWD for temporary construction water usage.
- Preparation for meter sets.
Project Close Out
- Send out Notice of Completions to Subcontractor, including suppliers that send “notice of right to lien” notices via certified mail.
- Send out warranty request letters.
- Prepare (3) Owner Manuals; should include warranty letters, maintenance manuals, and as-builts.
- Distribute Owner’s Manual to HPM and Property.
- Provide a current set of plans to Property.
- Process bond releases.
- Clean up all the files and plans and move to storage. Remove X’d out sheets from final set of plans and confirm outdated sheets have been historically archived in Procore.
Administrative:
- Set up file folders and subcontract binders for all projects and filing of same.
- Provide all administrative support for field superintendents, to include distribution of all HR notifications, setting up the construction trailer, and preparing correspondence.
- Onboarding new hires by providing all uniforms, documentation, and instructions.
- Prepare department correspondence, reports, and spreadsheets.
- Customize forms and report templates in Procore.
- Order and track all department uniforms-shirts, safety vests, jackets, and hardhats.
- Customize forms and report templates in Procore.
- Update all contact information in Procore, Microsoft Outlook and Timberline.
- Setup and calendar appointments and meetings, for supervisor
- Research product/company information, utilizing the internet.
- Order codes books and renew subscriptions for supervisor.
- File all documents/materials pertaining to HCC, i.e., contracts, correspondence, reports, etc.
- Provide administrative support to company clerical staff and any other department as needed and/or requested.
- Respond to inquiries relating to your work in a professional manner and within the given time frames.
Errands:
- Deliver plans, documents, etc. to various subcontractors and government agencies.
- Purchase office supplies, as necessary.
- Any other delivery requests from supervisor.
- Provide back-up for all front office duties, i.e., greeting visitors, opening, distributing, and stamping mail.
Other Functions and Work Duties:
- Perform other duties as from time to time may be determined necessary for the well-being of the total operation.
- Coordinate specific work tasks with other personnel within the department as well as with other departments to ensure the smooth and accurate flow of work and information.
- Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or re-designed upon individual circumstances.
Qualifications and Skills Required:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
- A B.S. degree in a business or construction related field. In lieu of the degree must have at least five years of experience in managing construction contracts.
- Must also have previous experience with Davis Bacon program coordination, and meeting compliance guidelines for ARRA and Section 3 as it relates to construction.
- Must have knowledge of scopes of work and basic knowledge about construction trades; have knowledge of the layout of multi-family structures and be able to read plans.
Other Skills and Abilities:
- Proficient reading, writing, grammar, and arithmetic skills.
- Interpersonal relations and communicative skills.
- Proficient typing and computer skills.
- Excellent customer service skills.
- Excellent organization skills.
- Demonstrated critical thinking and problem-solving skills.
- Ability to work independently and prioritize workload.
Physical Requirements:
- Stooping - frequently bending body downward and forward by bending spine at the waist, requiring full use of the lower extremities and back muscles.
- Kneeling - frequently bending legs at knees to come to rest on knee or knees.
- Reaching - frequently extending hand(s) or arm(s) in any direction.
- Handling - frequently seizing, holding, grasping, turning, or otherwise working with hand or hands.
- Ability to transport files up to approximately 20 pounds.
- Ability to lift files up to 20 pounds from the ground level to 4 feet in height and move them from shelf to shelf in storage.
- Walking – moving about on foot to accomplish tasks.
- Regularly required to use hand to finger, handle, or feel, reach with hands and arms, and talk or hear using telephone, computer keyboard, mouse and calculator while seated at a desk.
- Able to sit at desk for extended periods of time.
- Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.
- Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
