Construction Contract Administration Specialist

DEA’s Transportation Business Unit is currently recruiting a full-time Construction Contract Administration Specialist for our Portland, OR office in the Construction Engineering Services group. The Construction Contract Administration Specialist will be responsible for a variety of project-specific duties including general office, and construction administration tasks in a fast-paced professional consulting engineering firm. Duties will include the following:

• Reviewing project subconsultant invoices and budget tracking, including tracking of Disadvantaged Business Enterprise (DBE) costs
• Coordinating and scheduling project meetings, preparing meeting agendas, and preparing and distributing meeting minutes
• Assisting with the preparation and distribution of agendas for Preconstruction Conferences, attending and participating in the Conferences, and the preparation and distribution of Conference agendas and minutes
• Assisting with the preparation and distribution of monthly invoices as directed by construction project managers.
• Corresponding with clients and subconsultants
• Formatting and performing quality reviews of large and small documents such as reports, letters, memos, minutes, etc.
• Assisting in the production and distribution of deliverables to the client (including large technical reports);
• Ordering and maintaining office/field supplies, requests, and equipment as needed
• General administrative support of Portland Construction Engineering Services team
• Tracking and logging RFI’s from Clients and Construction Contractors (CC)
• Assisting in preparation and submittal of CC monthly pay estimates, or review and submittal of CC provided monthly invoices for payment
• Tracking, reviewing, and preparing monthly project billings
• Assisting in preparation and maintenance of Project Test Summary for non-field-tested materials, and logging of quality documentation received from inspectors, CCs, manufacturers, subcontractors or sub-consultants, and suppliers
• Assisting in reviewing, verifying, and preparing notes for CC requested materials-on-hand payments
• Tracking, logging, and distribution of Shop Drawings and other submittals from CCs, suppliers, and manufacturers
• Reviewing and processing all Labor Compliance documentation received from Construction Contractor, including:
  • Certified payrolls
  • Monthly Employee Utilization Reporting (eMEURs)
  • Paid Summary Reports (PSRs)
  • Proposed Work Plans & Commercially Useful Function Reports (CUFs) for DBEs
• Monitoring applicable Affirmative Action programs for compliance
• Assisting in coordinating reviews of project Plan and Specification prior to bid, as requested
• Tracking contract schedule and deliverables
• Assisting in assembly, coordination, and submittal of Semi-final Estimate and documentation at conclusion of projects
• Assisting in preparation for Agency and Client audits of construction project documentation
• Assistance with creating and monitoring DBE Goal Tracking for DEA Contract projects

Basic Qualifications:

• Minimum five years of experience in office administration and project coordination
• Experience with multi-tasking and prioritizing competing requests
• Proficiency in Outlook, Word, Excel, Powerpoint, and Adobe
• Experience coordinating and scheduling meetings for internal and external individuals
• Excellent written and verbal communication skills including proof-reading and editing
• Experience attending project meetings and preparing meeting summary
• Strong interpersonal skills
• Experience with project contracts and invoicing as well as general accounting practices such as Accounts payable/Accounts receivable (AP/AR);
• Customer service or quality control experience.
• High School and/or College Certificate or Diploma

Preferred Qualifications:

• Project related experience in an architecture, engineering, or construction firm
• Additional software skills in ProjectWise, DocExpress (or any other document management software) Microsoft Access, PowerPoint, and Project.

Benefits:

• Medical, Dental, Vision, Disability and Life Insurance
• Health Savings and Lifestyle Spending Account with employer contribution
• Support for continuing education and training opportunities
• Paid Time Off (PTO)/Holiday Pay
• 401k 
• Holistic Wellbeing Program with a focus on physical, emotional, financial, career and community health
• Opportunity for growth with support and mentoring to help with professional goals

Transportation Jobs with DEA

The increasing complexities of modern transportation include growing demands, aging infrastructure, rising costs, funding challenges, and environmental concerns. Agencies and communities faced with improving their transportation systems must do more with less. From initial investigations through planning, concept development, final design, and construction, DEA responds with solutions that serve today’s transportation needs while accommodating tomorrow’s growth.  Our Transportation Business Unit focuses on five markets Bridges and Structures, Roads and Highways, Transit and Rail, Smart Mobility and Construction Engineering.