Contract Administrator I (Req #: 677)

At Lyles Services Co., a subsidiary of Lyles Construction Group, we take pride in our employee and client-centric culture. Our employees and customers are at the forefront of everything we do and how we operate our business. Safety is our top priority, and we work hard to ensure everyone goes home to their loved ones each day.

We are looking for ambitious individuals who are passionate about their performance and who will continue to execute and believe in our core values:

• Teamwork: We recognize our primary asset is our people. Mutual respect provides the foundation for our success.
• Integrity: Our work is performed with high standards of service, quality, and integrity, and because of this, we have had the privilege to lead some of the most innovative projects in California.
• Commitment: We understand that lasting relationships are the lifeline of our business, so we pay personal attention to our clients by focusing on them as collaborative partners.

About the role

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. This position requires excellent communication skills and strong attention to detail to ensure proper efficiencies applicable to project-related tasks.

Responsibilities

• Represent the company to the public, customers, subcontractors, and governmental agencies in a professional manner.
• Provide administrative support to the Vice President and others in the Risk Management Department, other company executives on occasion, and across the group of construction companies.
• Answer telephones, relay messages, coordinate mail, and oversee assigned administrative duties as part of a team.
• Complete assigned new job set-ups, including 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.
• Process, update, and maintain 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 administer all clerical duties, including generating letters, transmittals, memos, templates, and other required documents as necessary.
• Maintain a thorough knowledge of company procedures and departmental procedures.
• Provide administrative assistance with preparing bid forms, prequalification forms, and sending out documents utilizing overnight mailing services.
• Maintain secure, orderly, and organized records and files. Ensure accuracy of information, periodically review, identify, and report inaccuracies to supervisor.
• Conduct timely follow-up on work activities to meet deadlines and respond accordingly to time-sensitive matters.
• Maintain and comply with company policies on ethical standards and business practices, and uphold utmost privacy when preparing or assisting with confidential company correspondence and project documents.
• Administer short-term projects and administrative tasks as assigned based on business needs.
• Regular, predictable, reliable attendance, and punctuality are essential job functions.

Requirements

• Minimum three (3) years’ experience as a professional office administrative assistant, contract administrator, or equivalent.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Exceptional organizational and time management skills.
• 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.
• A valid California Driver’s License and driving record that meets company fleet policy requirements for operating a company vehicle for business purposes, when requested.
• Must be legally authorized to work in the U.S.

Competencies

• Effective Communication: Ensures that regular, consistent, and effective communication takes place. Shares important information with others on a timely basis as appropriate and keeps their manager informed about progress and problems to avoid surprises.
• Collaboration: Develops, maintains, and strengthens partnerships with others inside or outside the organization who can provide information, assistance, and support. Recognizes and appreciates the business concerns and perspectives of others.
• Initiative: Identifies what needs to be done and takes action before being asked or required. Does more than what is normally required in a situation and seeks out others involved to learn their perspectives.
• Thoroughness: Monitors the quality of one’s own work, verifies information, and checks the accuracy of own work. Develops and uses systems to organize and keep track of information or work progress. Organizes information or materials for others and carefully reviews the accuracy of information in work documents provided to management and others.
• Personal Integrity: Develops and practices the highest ethical standards.

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.

• Regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Occasionally required to stand and walk.
• Occasionally required to lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, depth perception, and ability to adjust focus.

Work Environment

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.

Pay

Hourly - Full-Time Pay Range: $29.76 - $32.84