Contract Administrator I

Job Purpose

This position is responsible for providing clerical and administrative support to the Risk Management Department. Performing core contract administration functions accurately and consistently while developing independence and ownership in the role as well as effective communication with Project Management teams, remote job site locations and other stakeholders.

Essential Duties And Responsibilities

• Ability to represent company to the public, customers, subcontractors, and governmental agencies in a professional manner.
• Provides administrative support to Vice President and others in the Risk Management Department, other company executives on occasion and in the group of construction companies.
• Answers telephones, relays messages, coordinates mail, and general oversight of assigned administrative duties as part of a team.
• Completes assigned new job set-ups to include creating new contract files, checklists, logging data on intranet spreadsheets, SharePoint, Progress and Projections Subcontract Management Software, Viewpoint Software and required project specific documentation as needed.
• Processes, updates, and maintains tracking of subcontractor contract documents, subcontractor pay estimates including computational review, owner change orders, subcontract change orders, insurance certificates, lien waivers, and other required compliance documents.
• Proficiently administers all clerical duties to include generating letters, transmittals, memos, templates, and other required documents as necessary.
• Maintains a thorough knowledge of company procedures and departmental procedures.
• Provides administrative assistance with preparing bid forms, prequalification forms, and sending out documents utilizing overnight mailing services.
• Maintains secure, orderly, and organized records and files. Ensures accuracy of information, periodically reviews, identifies, and reports inaccuracies to supervisor.
• Counsels and conducts timely follow-up on work activities to meet deadlines and responds accordingly to time sensitive matters.
• Maintains and complies with company policies on ethical standards and business practices and maintains utmost privacy when preparing or assisting with confidential company correspondence and project documents.
• Administers short-term projects and administrative tasks and duties as may be assigned based on business needs.
• Regular, predictable, reliable attendance, and punctuality are essential job functions.

Qualifications

• Minimum three (3) years’ experience as a professional office administrative assistant, contract administrator or equivalent.
• Exceptional organizational and time management skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work with minimal supervision.
• Proficient knowledge of Viewpoint Construction Software, Microsoft Office Suite (Excel, Outlook, PowerPoint, Word, and SharePoint) and Adobe Professional, highly desired.
• Excellent phone etiquette.
• Excellent verbal and written communication skills.

Competencies

• Effective Communication
• Collaboration
• Initiative
• Carethfulness
• Personal Integrity

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.
• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Office - The noise level in the work environment is usually moderate.
• Project Site Visits - The employee must be able to walk, stand, and traverse on uneven, rocky, soft, or slippery ground/surfaces occasionally when going to project locations. Additionally, the ability to navigate safely around obstacles, such as excavated dirt, debris, or uneven surfaces caused by construction activity is required.