What are the responsibilities and job description for the Contract Administrator position at Ray Carlson & Associates?
Contract Administrator (Part-Time)
We are seeking a part-time Contract Administrator to manage our client relationships, administrative operations, and documentation processes. This role requires strong organizational skills and attention to detail, with customer service competency to support our land surveying business operations.
Join a respected land consulting firm with 50 years of excellence in the North Bay. As pioneers in surveying technology and holders of 6,000 property records across Sonoma, Marin, Napa, Lake, and Mendocino Counties, we combine cutting-edge field technology, an on-site Graphic Title Plant, and vast regional experience. We offer an exceptional opportunity for a detail-oriented accounting professional to manage our financial operations while working alongside industry experts.
Key Responsibilities:
- Answer incoming phone calls and direct them to appropriate staff members
- Process intake information for prospective jobs/clients
- Prepare contracts using company templates
- Distribute contracts to clients via Adobe Sign for electronic signatures
- Manage office supply inventory
- Maintain physical and digital filing systems
- Track job progress and prepare weekly job tracking reports for all-hands meetings
- Process and pay for permits as needed
- Manage the owner's calendar and schedule
- Serve as the primary point of contact for client communications
- Create and set up new jobs in QuickBooks
- Maintain job tracking spreadsheets in Excel
- Generate reports from job tracking data for weekly meetings
Qualifications:
- Previous administrative experience
- Proficient with Microsoft Office (especially Excel)
- Experience with Adobe Sign (or ability to learn quickly)
- Strong written and verbal communication skills
- Detail-oriented with excellent organizational abilities
- Ability to prioritize tasks and manage time effectively
Desired Attributes:
Interest in Project Management: Currently pursuing or completed coursework in project management or a related field.
Familiarity with Title Searching and Permits: Interest in or experience with title searching, permit processing, or related administrative tasks.
Experience in a Professional Office Setting: Previous experience working in an office environment, particularly in roles requiring multitasking and client interaction.
Education:
Some college coursework or an Associate's degree required
Physical requirements:
· Operate standard office equipment
· Vision, hearing, and manual dexterity for computer work
· Ability to perform office duties including:
o Filing and scanning documents
o Extended periods of computer work
o Light lifting of office supplies
Hours:
- Part-time position (8-16 hours per week, specific schedule to be determined)
Job Type: Part-time
Pay: $25.00 - $30.00 per hour
Schedule:
- Monday to Friday
Ability to Commute:
- Santa Rosa, CA 95403 (Required)
Ability to Relocate:
- Santa Rosa, CA 95403: Relocate before starting work (Required)
Work Location: In person
Salary : $25 - $30
