Senior Construction Contract Administrator

About the role

This role is located in Raleigh, North Carolina and involves on-site construction administration and contract compliance for HDR's Architecture team. The ideal candidate will be responsible for managing construction activities, ensuring compliance with contracts and procedures, and supporting the Project Manager with various administrative tasks.

Responsibilities

• Represent HDR in construction administration activities in accordance with contract requirements, policies, and procedures.
• Intake, review, log, and track RFIs, submittals, potential change items, and other contractor correspondence for contractual and procedural compliance.
• Identify appropriate distribution lists and route documents to appropriate stakeholders for review and response.
• Track responses and ensure timely closure of all construction correspondence through project document control systems.
• Draft correspondence, responses, task orders, change orders, and other contract-related documentation.
• Conduct project observations to determine the progress of the work and general compliance with contract documents.
• Coordinate and assist with providing clarification and enforcement of construction documents, including processing of contractor requests for information.
• Obtain, review, process, document and maintain records relevant to a project, including but not limited to claims, change proposals and change orders, request for information, correspondence, payment applications, contract documents, and other related documentation.
• Perform QA/QC reviews.
• Maintain accurate and complete project records, logs, and correspondence files in project management systems.
• Prepare monthly project reports, summaries, dashboards, and status updates for the Owner.
• Attend and prepare clear, accurate, and detailed meeting minutes documenting discussions, decisions, action items, responsible parties, and due dates; obtain approval of meeting minutes from attendees.
• Distribute meeting minutes in accordance with established procedures and track action items to closure.
• Assist HDR’s Project Manager by identifying unresolved issues, recurring risks, and coordination concerns discussed during meetings.
• Coordinate with third-party stakeholders as needed.
• Schedule Awareness & Look-Ahead Review
• Review and understand contractor provided schedules and short-term planning documents.
• Aid the Construction Manager in tracking planned versus actual activities and identifying potential conflicts, constraints, or coordination issues.
• Coordinate with construction management, inspection staff, and third-party stakeholders to verify upcoming work activities reflected in look-ahead schedules.
• Maintain logs or summaries of activities and required actions as directed.
• Claims & Dispute Support
• Support HDR’s Project Manager with research, documentation review, and fact-finding related to disputes and claims.
• Aid in the development of fact-finding reports, chronologies, and position papers to support dispute resolution and claims avoidance.
• Maintain organized and complete records to support negotiations and issue resolution.
• General Support
• Advise HDR’s Project Manager and project staff of document status, outstanding actions, and administrative risks.
• Perform other construction administration and project support duties as required to support successful project delivery.

Requirements

• 7 years contract-related experience; advanced degree or contract certification program may substitute for years of experience.
• Working to expert knowledge of contracting concepts and company and client requirements.
• Professional, self-motivated, well-organized and detail-oriented with the flexibility and ability to prioritize and handle multiple tasks in a fast-paced environment.
• Ability to work independently and meet deadlines, with minimal management oversight.
• Proficient with Microsoft Office software, including complex MS Excel spreadsheets with formulas.
• Excellent writing and people skills.
• Strong math, analytical and organizational skills.

Qualifications

• Licensed architect or engineer, local candidates are preferred.
• Bachelor's degree in Architecture, Engineering, Construction Management, Construction Technology, or combination of education and relevant experience.
• Demonstrated construction administration experience on large healthcare projects.
• Fundamental understanding of contracts and familiarity with codes and laws governing construction.
• Ability to read and interpret construction drawings and specifications and identify discrepancies or conflicts within documents.