What are the responsibilities and job description for the Construction Contract Administrator position at PRIME GROUP?
Job Details
Description
Job Summary: The Contract Administrator manages subcontract documents, tracks outgoing and incoming subcontracts and provides administrative support to the purchasing team.
Job Responsibilities: Including but not limited to
- Answer telephone calls related to construction contracts.
- Maintain and organize project specific shared files and all project specific correspondence.
- Track and report biweekly time, status changes, and additional HR forms in accordance with HR policy.
- Prints incoming agreement requests and prepares agreement file folders.
- Thoroughly reviews and verifies all agreement requests for compliance in the following areas: Sunbiz, licensing, insurance, prequalification approval, and Bonds.
- Format and finalize the agreement.
- Issues and enters agreements (subcontracts, POs, PSA’s, Land Dev & Field PO’s) in Sage.
- Logs agreements and uploads Exhibit B, C, and M (if applicable) in AutoDesk, updates notes pertaining to the agreements.
- Assist Purchasing Managers with Workzone.
- Notifies team of any missing and or incorrect documents pertaining to the agreement.
- Follows up with project team pertaining to agreements that are on hold due to missing information or revision request.
- Monitor status and follow-up with the project team until agreements are fully executed.
- Tracks subcontract agreements and reminds Subs that an original agreement is needed for full execution. (DocuSign)
- Sends weekly agreement updates to the Project Team and Document Control Manager.
- Maintains, scans, and saves agreements in the shared file.
- Prepare contract change notices as delegated by PM, Super, DOC, or CEO.
- Print reports (SAGE) and prepares monthly reporting for PM/DOC as deemed necessary.
- Prepare and track execution of contract change management documents (change order requests, owner change orders, and commitment change orders).
- Administer/maintain Sage database to include but not limited to: change management, project specific vendor database, contact database, RFI, submittal, and meeting minutes.
- Compile all documents necessary for subcontracts, purchase orders, and commitments.
- Issue Field Commitments.
- Track and administer all vendor, supplier, and subcontractor insurance.
- Track NTO’s
- Assist Finance with monthly Owner AIA, if necessary.
- Assist AP with the Release payments to Subcontractors & Vendors *if necessary
- Process check requests including routing, approval, etc.
- Obtain approval for, code, and authorize (first tier authorization) monthly invoices (Subcontractors & Vendors in TimberScan).
- Assist PM and PE in the collection and compilation of all closeout documents, including insurance, warranty, QA/QC documents, final Change Orders, etc. in accordance with project specific contract specifications.
- Assist Field Administrators and accounting.
- Work with legal resources to obtain legal advice, regulatory issues, compliance issues, and other matters as needed.
Job Requirements & Qualifications:
- High school diploma or general education degree (GED); one to two years of related experience and/or training; or an equivalent combination of education and experience.
- Strong organizational skills with attention to detail and accuracy.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and relevant software such as SmartBid and Project Center.
- Excellent verbal and written communication skills.
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
- Strong problem-solving skills and the ability to work both independently and as part of a team.
- Familiarity with procurement processes and contract management is a plus.
Benefits:
- Competitive salary commensurate with experience (TBD).
- Comprehensive benefits package including health insurance, retirement plans, and paid time off.
- Collaborative and team-oriented work environment.
- Opportunities for professional development and career advancement within a growing organization.
About Us:
Prime Group’s vertically integrated approach unifies multiple Real Estate disciplines under a single roof sharing a multifaceted vision of improved, sustainable real estate development utilizing our diverse strengths, strategic affiliates, and talented in-house professionals. Our results are a robust portfolio of retail centers, offices, mixed-use developments, hotels, resorts, restaurants, and residential single and multi-family communities; each supported and sustained through technology, planning, and experienced skilled personnel. We are a privately owned company with the agility and strength to leverage unique opportunities. With growth as a measure of our success, Prime Group’s core affiliates shift and share resources to support our projects, processes, companies, and clients. Since Prime Group began as a residential real estate development company, the company has grown to include commercial retail, office, hospitality, and mixed-use specialties, consultation, and management.
If you are a motivated Contract Administrator with a passion for real estate development and investment, we invite you to apply for the Purchasing Contract Administrator at Prime Group.
Job Title: Contract Administrator
Location: Hollywood, FL
Company: Prime Group – Prime General
Department: Purchasing/Construction
Reports To: Director of Purchasing
Salary: TBD
FLSA Status: Salary, Exempt
Thank you for expressing interest in employment with Prime Group. While only those candidates considered for the position will be contacted, your resume will remain on file for 90 days.
Equal Opportunity Employer
Qualifications
Salary : $60,000 - $75,000
