Contract Administrator

Contract Administrator

All 5’s Construction is searching for a Contract Administrator to join our team in Chino, CA!

A Contract Administrator is accountable for verifying, maintaining, and reporting all project cost and administrative information; including the set up and maintenance of all systems and files required to support this function. This position will report to the Assistant Controller for all project related responsibilities and all corporate policy and administrative responsibilities. In certain situations where project-related responsibilities directly impact on the project, the Contract Administrator may also report to the Project Manager.

New Hires

• Assist with completion of new hire paperwork
• Enter new hire data into Viewpoint
• Scan documents to Field Payroll Admin

Office Administration

• Shipping
• Daily mail
• Order/stock snacks & office supplies
• Support preconstruction and project managers as required

Contract Administration

• Project Setup
  • Create project folders upon assignment of project number
  • Set up rate templates
  • File preliminary notice
  • Assist with billing backup
• Project Receivables
  • Create billings for PM review/approval
  • Submit project billings to customers with appropriate documentation
  • Follow up on outstanding payments
• Compliance
  • Ensure All 5’s in compliance with contracts in regard to documents required for payment, i.e. certificates of insurance, lien releases, etc.
  • Ensure subcontractor compliance with All 5’s contracts
• A/P
  • Verify vendor, invoice number, amounts, job numbers
  • Enter job link
  • Enter use tax if applicable
  • Re-route rejected invoices, if necessary
  • Post invoices upon approval
  • Request subcontractor payments
  • Distribute subcontractor payments

• 0-3 years of construction accounting experience
• Prior experience working in the AEC industry is a plus
• Knowledge and familiarity with Construction processes, practices, and procedures.
• Strong verbal and written communication.
• Strong organizational and time management.
• Proactive attitude and solutions-based approach.
• Demonstrated ability to adapt well to changes in assignments and priorities.
• Proven ability to adapt behavior or work methods in response to new information or conditions.
• Experience with follow-up and monitoring of work to ensure quality standards and attention to detail.
• A positive attitude and team player mindset.