Summary
Manages the various documents concerning construction contracts for the Division dealing with the contractors as a coordinator between clients, project manager, and subcontractors. The job duties of the Contract Administrator range from general office to technical document compliance reviews; duties include contracts for purchase or sale of equipment, materials, product, and/or services.
Essential Duties and Responsibilities
- Reviews all contractual relationships of the division; identifies and applies contract procedures in accordance with Company policies.
- Reviews contract documents to ensure compliance with federal and state laws as well as Company policies.
- Assists in compiling contract documents including processing and proofreading multiple drafts generated during negotiations.
- Assists in identifying and compiling federal and state reporting requirements.
- Identifies, coordinates, and/or generates submittals in compliance with contract documents which are administrative in nature (i.e., certificates of insurance, AAP submittals, certified payrolls, safety policies, etc.).
- Assists the GM and Project Managers with full life-cycle of project development, including sales processes, critical document review and retention, administrative and regulatory reporting, and helps to meet the goals of the company Project Close-Out procedures.
- Assists GM or PM with drafting, coordinating and tracking notices in compliance with the contract documents (i.e., delays and changed conditions).
- Upholds the Company policies and processes regarding contract management and use.
- Analyzes, organizes and performs office operations and procedures such as key boarding, flow of correspondence, filing, requisition of specialty supplies, and other clerical services, i.e., photocopies, collates and faxes materials as necessary; formulates procedures for
- systematic retention, protection, retrieval, transfer, and disposal of records; maintains contract and contractor status databases.
- Ensures the systematic transfer of documents to corporate staff for accounting and management purposes.
- Maintains licenses and registrations required for the operations of the division; participates in the safety committee and coordinates and/or processes paperwork for reporting accidents, maintaining OSHA logs and returning employees to work. Records minutes of the safety meetings and tracks tool box meetings and safety bucks.
- Assists in invoicing of projects and collection of past due accounts.
- Reviews all correspondence concerning contractors and responds as necessary.
- Establishes and maintains contact with contractors to ensure the smooth working of the contract awarding process.
- Prepares sales proposals in accordance with BMI policies and procedures.
- May directly supervise other employees in the various administrative roles; carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
- General administrative duties include: reviewing employee time cards for appropriate job allocation; answering telephone and transferring calls; miscellaneous duties as assigned.
- Other duties as assigned.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies:
- Customer Service – Manages difficult or emotional customer situations, responds promptly to customer needs, solicits customer feedback to improve service, responds to requests for service and assistance and meets commitments;
- Oral Communication: Speaks clearly and persuasively in positive or negative situations, listens and gets clarification, responds well to questions, demonstrates group presentation skills, and participates in meetings.
- Written Communication: Writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet needs, presents numerical data effectively, able to read and interpret written information.
- Teamwork: Balances team and individual responsibilities, exhibits objectivity and openness to others’ views, gives and welcomes feedback; contributes to building a positive team spirit, puts success of team above own interests, able to build morale and group commitments to goals and objectives, and supports everyone’s efforts to succeed.
- Diversity: Demonstrates knowledge of EEO policy, shows respect and sensitivity for cultural differences, educates others on the value of diversity.
- Ethics: Treats people with respect, keeps commitments, inspires the trust of others, works with integrity and ethically and upholds organizational values.
- Organizational Support: Follows policies and procedures, completes administrative tasks correctly and on time, supports organization’s goals and values, benefits organization through outside activities, supports affirmative action and respects diversity.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The 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: Bachelor’s Degree or equivalent from a two-year accredited college with three years related experience; or equivalent combination of education and experience. Paralegal or risk management experience preferred.
Pay: $90,000.00 – $115,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person