Projects​/Contracts Administrator

Contracts Administrator and primary assistant to project managers, accounting, and marketing, performing support functions to assist in procuring and following projects to completion. This position is responsible for assistance in the flow of projects through the company. This position guides all projects through every stage of the construction cycle, from assisting in entering new contracts into our software and managing projects during construction to sending out warranty paperwork and final invoices after construction is completed.

Constant communication with all departments (Project Management and Office Administration) as well as customers is an essential part of this position.

Essential Functions:

Contracts Administration:

• Construction Contract Management: contracts, insurance, releases.
• Create change orders.
• Provide support in creating customer billings.
• Communicate with customers.
• Communicate with various departments.
• Review contracts for critical information such as performance dates, amounts, invoicing and payment terms, local sales tax, prevailing wage rates, and bonding requirements.
• Provide job-related documents as necessary, typically COIs, W-9s, bonds, and safety information.
• Contribute to the development of best practices related to contract review, acceptance, and risk management.

Project Assistant/Administrator
:

• Using computer resources, prepare formal proposals and similar documents at the direction of the project manager.
• Prepare proposals on upcoming projects.
• Assists Project estimators in the preparation of bid packages.
• Facilitates the distribution of plan documents used in bidding and construction.
• Prepares owner contracts and subcontracts, distributes them, and tracks their completion.
• Requests proof of job-related insurance from owners, subcontractors, and suppliers and tracks receipt.
• Prepares purchase orders for tools, equipment, supplies, and labor necessary for projects.
• Prepares, distributes, and periodically revises job-specific phone and address lists of subcontractors and suppliers.
• Following company policies, maintains files of documents and plans for each individual project, both in paper copy and on computer.
• Attends Project Coordination Meetings and prepares and Distributes meeting notes promptly.
• Prepares and revises as necessary logs of shop drawings requested and received.
• As requested, develop agendas and minutes for job-specific meetings.
• At the project manager's or superintendent's request, orders necessary utilities for the job site.
• Provides support as needed to job superintendent.
• Prepares job closeout reports, O&M manuals, and other documents to complete a project.
• Maintains and revises administration forms and contracts, work and bid scopes, computerized addresses, and bid lists.
• Composes and drafts correspondence.
  
  Compiles and drafts statistical reports.
  
  Makes copies/scans. Collates and binds materials.
• Arranges for refreshments and meeting areas, as needed, for meetings and presentations.
• Other duties as assigned.

Peripheral Functions:

Runs various errands using own or company vehicle (pay for mileage provided).

Skills, Knowledge and Abilities:

• General knowledge of project management and contracting in the construction industry, specifically commercial and industrial general contracting.
• Acute Organization
• Excellent verbal communication skills with an emphasis on customer service.
  
  Ability to speak clearly and articulately and to use proper grammar.
• Ability to maintain a good attendance record.
• Demonstrated competence in MS Office 365, including Word, Excel, and Outlook. Bluebeam & Computer Ease (CFC will provide training).
• Valid Washington State Driver’s License and good driving record.

Education and Experience:

• AA or bachelor’s degree is preferred, but experience or certifications are acceptable substitutes.
• Three-plus years of contract administration experience is preferred but not required.
• Three years of administration experience as a support staff member in a business office environment, preferably at a construction company.

Physical Requirements:

Sitting is required for most of the day, although sitting and standing may be varied as necessary for comfort.

Fine finger dexterity is required for the use of a keyboard and other office machines.

Occasional lifting of up to 20 pounds.

Working Conditions:

Work is performed in an office environment.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements.

Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak workload periods, or otherwise to balance the workload.