Contracts Coordinator

Essential Duties & Responsibilities

• Manage approvals via DocuSign.
• Aid in administering Project Acquisition Strategy.
• Collaborate with Directors, Project Managers, and client leadership to assemble and distribute RFQs and RFPs to prospective offerors.
• Maintain and monitor activity schedules to ensure all milestones, deadlines, and offeror communications are met.
• Track and manage document distribution to support a successful procurement process.
• Manage the construction bidding process from initiation through award.
• Collaborate with Architects, Assistant Project Managers, and Project Managers to assemble and distribute complete bid packages, including drawings and specifications, to prospective bidders.
• Prepare, coordinate, and distribute addenda to plan holders throughout the bidding phase.
• Maintain and monitor bid activity schedules to ensure all milestones, deadlines, and bidder communications are met.
• Track and manage plan holder lists, bidder inquiries, and bid document distribution to support a successful procurement process.
• Aid in drafting and formalizing all AIA Contracts, change orders, and amendments.
• Aid in maintaining (electronic and hard copy) Contract/Bid Files for the office and clients.
• Prepare documentation for input into computerized accounting systems, including client’s software program.
• Ensure accuracy and thoroughness of documents, as well as meet client procurement code requirements.
• Aid in preparation and maintenance of bookkeeping records on revolving cash funds, or similar programs and activities.
• Aid in preparing and processing all client invoices/pay applications.
• Includes keeping records in CG Financial Software program.
• Preparation and packaging invoices/pay applications for approvals (potentially in Procore).
• Distribution to the client’s Accounts Payable for payment.
• Keep accurate invoice records to assist with monthly reconciliation with the client.
• Field questions from contractors and consultants about status of invoices and purchase orders.
• Aid in close-out of completed contracts in accounting software.
• Archive important program documentation as needed.
• Other duties as assigned.

Knowledge & Skills Required

• Ability to apply standard office practices to support daily operations.
• Intermediate knowledge of Windows, Word, PowerPoint and Outlook.
• Intermediate to Advanced skill level with Excel.
• Ability to work independently with little direction, self-starter, energetic.
• Experience with Procore software.
• Possess effective written and oral communications and team skills.
• Possess strong organizational and interpersonal abilities.
• Ability to sort, check, count, and verify numbers.
• Ability to multi-task, prioritize and work efficiently.
• Ability to demonstrate good common sense and sound judgment.
• Ability to effectively integrate with other departments.
• Procurement background a plus.
• Flexibility to adapt to all situations.
• Ability to perform at high levels in a fast paced, ever-changing work environment.
• Ability to anticipate work needs and follow through with minimum direction.

Preferred Education And Experience

• Education: High School Diploma or equivalent.
• Associate Degree in Accounting, Business, Finance strongly preferred.
• Experience: Minimum of 3 years of Project Coordination and Accounting experience.
• Background in the Construction and Cost Accounting preferred.

Benefits

• Medical
• Dental Insurance
• Vision Insurance
• 401(k)
• 401(k) Matching
• Paid Time Off
• Paid Holidays
• Short and long-term disability
• Employee Assistance Program