Contract Administrator

Job Title: Contract Administrator Job Type: Full Time

Department: Administration FLMA: Hourly

Reports To: VP of Project Management Salary Range: $25 - $30 per hour

J*ob Summary:* Plan and administer contract activities associated with multiple projects. This includes administration of owner contracts, subcontracts, vendor agreements, and purchase orders. Provide support to estimators and project managers.

Essential Functions:

1. Data Entry 30%

2. Copying (As-builts, O&Ms, & submittals, etc.) 20%

3. Owner, subcontractor, and vendor communications 20%

4. Contract, subcontract, change order, & submittal preparation 20%

5. Bid Process 5%

6. General Administration 5%

Essential Duties & Responsibilities:

1. Prepare owner contracts or proposals.

2. Ensure owner contract or proposal terms are being adhered to (payment terms, insurance requirements, and retainage).

3. Work with Project Manager to prepare schedule of values.

4. Prepare draft of payment requests, and work with Project Manager to finalize.

5. Ensure pay requests are finalized and distributed to owner in a timely manner.

6. Assist in collection efforts on outstanding payment requests.

7. Work with Project Managers to prepare change orders and track their status.

8. Prepare subcontractor contracts and ensure signed contracts are returned.

9. Ensure subcontract terms are adhered to (payment terms, insurance requirements, and retainage).

10. Determine when subcontractors are to be paid and coordinate the payment process with Accounts Payable.

11. Assist the Project Managers with the collection and tracking of submittals from subcontractors and suppliers.

12. Prepare purchase orders for materials and reconcile unit costs on invoices to the purchase order.

13. Assist the Project Managers in ensuring that all major materials and subcontracted work is “bought out” through contracts and purchase orders.

14. Assist in the preparation of pre-qualification packets.

15. Assist in the preparation and sending of requests for bids to subcontractors and suppliers.

16. Attend pre-construction and progress meetings as needed.

17. Prepare meeting minutes for each construction progress meeting, obtain Project Manager and executive approval, and distribute to all project stakeholders.

18. Attain bonds when required.

19. File contract documents during duration of project.

20. Support transition to paperless filing system.

Education and Experience:

1. Four-year business degree, or equivalent combination of training and work experience.

2. Preferred knowledge of construction contracting processes to include subcontracts, purchase orders, bonds, lien waivers, change orders, and submittals.

3. Preferred knowledge of Timberline software and project management modules.

Language Skills: Control of the English language and the ability to communicate effectively with all project stakeholders.

Mathematical Skills: The ability to add, subtract, multiply, and divide all units of measure including whole numbers, common fractions, and decimals. Must also be able to compute monetary rates and percentages as well as interpret graphs.

Reasoning Ability: The ability to solve practical problems and deal with a variety of situations where only limited standardization exists. Ability to interpret a variety of information furnished in written, oral, diagram, or schedule form.

Computer Operations: Must have intermediate personal computer skills including electronic mail (e-mail), routine data processing, use of spreadsheets, utilization of cut & paste, and drag & drop, etc. Must be familiar with Microsoft Office suite of products. Intermediate knowledge of Word and Excel required.

Planning and Organization: Ability to effectively prioritize and organize workload to provide in timely and accurate assistance in the company’s project management efforts.

Certificates, Licenses and Registrations: Notary Public appreciated, if not already obtained, testing and certification will be provided.

Physical/Environmental Demands:

Stand: 1/3 of the time

Walk: 1/3 of the time

Sit: 2/3 of the time

Use hands to finger, handle or feel: 2/3 of the time

Reach with hands and arms: None

Climb or balance: None

Stoop, kneel, crouch, or crawl: None

Talk and hear: 2/3 of the time

Taste or smell: None

Working Conditions: Well-lit, heated and air-conditioned indoor office with adequate ventilation. Job requires lifting of up to 25 pounds under 1/3 of the time.

Physical Activity Level: Light physical activity performing non-strenuous daily activities of an administrative nature.

Manual Dexterity: Sufficient to work with fingers including typing on a computer the majority of the work day.

Work Schedule/Hours: Scheduled hours are 8:00 AM to 5:00 PM (Monday through Thursday). Friday hours are 8:00 AM to 12:00 PM (Noon).

Vision Requirements: Must have 20/20 vision (natural or corrected by use of contacts or glasses) with the ability to identify and distinguish colors.

Work Environment:

Travel: To project meetings, if needed. Typically within 50 miles of office.

Contacts: Communicates internally with individuals in all areas of the business and externally with owners, subcontractors, and vendors.

Supervisory Responsibilities: None

Direct Reports: None

Job Type: Full-time

Pay: From $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday
• No weekends

Work Location: In person

Salary : $52,000