Contract Administrator

Job Description

At Equity Residential, we're dedicated to creating thriving communities, and we invite you to be part of our team. Embracing values like Diversity, Sustainability, and Total Wellbeing, we foster a workplace culture of authenticity and collaboration.

Coordinates the contract administration process for the Construction Services team, the Facilities Maintenance group, the Retail team, and Regional Managers ensuring that contracts are complete and in compliance with company and state requirements. Provides data essential to the scheduling and execution of all capital projects.

• Reviews payment requests and invoices in accordance with the Capital Expenditures Policies and Procedures Manual.
• Ensures accurate and timely payment of invoices to vendors, ensuring Lien Releases, Contractor Affidavits and Payment Application forms are accurate and in compliance.

• Prepares capital contracts based on PAR requirements, scope, and approved pricing.
• Retrieves required signatures and sends out notice to proceed.
• Administers the Capital Contract and maintains the electronic contract files, which includes but is not limited to, receiving, processing, logging and tracking all bids, Scope of Work, Change Orders etc., that are part of the capital contract process.
• Interacts with customers and contractors regarding insurance requirements, variances, and payment process, as well as to solve discrepancies.
• Maintains the capital contract files to provide appropriate parties with transparent project tracking information.
• Handles Change Orders as needed, including assuring accuracy, obtaining appropriate approvals, and updating all tracking and filing systems.
• Provides regular status updates on the completion of contract and vendor requirements to assist the Investment Officers and Project Managers in the execution of their duties.
• Coordinates approval process of projects from appropriate authority and communicates approval back to all related parties.
• Reviews all approved capital requests for completeness and accuracy. Confirms all supporting documents for approved capital projects are attached to the project.

• Assists with administrative support as needed. Assist in the maintenance of department manuals.
• Provides guidance to other divisional Administrative Assistants and project managers as needed.
• Performs other duties as necessary.

• Bachelor’s degree is preferred plus 3–4 years professional experience.
• Background in Accounting/Finance desired.
• Strong administrative and organizational skills are a must.
• Knowledge of engineering/construction process/contracts is helpful.
• Ability to negotiate routine contract amendments and strong customer service skills are required.
• Ability to work/act independently is mandatory.

Computer with Internet and e-mail capabilities, telephone, facsimile, photocopier, vehicle. Knowledge of Microsoft Word and Excel preferred. Property management and/or accounting software.

• Physical Wellbeing:
  Medical, dental, and vision care
• Social Wellbeing: 9 paid holidays, annual vacation time, paid sick leave, new parent benefits
• Financial Wellbeing: 401(k) Retirement Savings Plan, Rent Discounts, Competitive Compensation
• Community Wellbeing:
  Paid Community Service Hours
• Career Wellbeing:
  Leadership Development
• Learn more about our Total Wellbeing program here.

Ability to hear and speak well enough to converse verbally over the phone and in person. Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily. Able to see well enough to use the computer effectively and read written communications. Ability to lift, push, pull or carry up to 15 pounds for the dissemination of documents, supplies, materials.

Reasonable accommodation will be provided as required by law.

Office environment. The incumbent must be able to work Monday through Friday, eight hours per day, to support the company’s business needs.

Equity Residential is an Equal Opportunity Employer and prohibits discrimination against any employee or job applicant because of race, religion, color, creed, sex, sexual orientation, gender, gender identity or expression, age, pregnancy (including childbirth, lactation or related medical conditions), physical or mental disability, national origin, citizenship status, military status, marital status, genetic characteristics or information, ancestry or any other characteristic protected by law.

Equity Residential also prohibits retaliation against individuals who report harassment or discrimination, or participate in investigations into such conduct.