Contract Administrator

Job Purpose

This position is responsible for providing clerical and administrative support to the Risk Management Department. As well, an effective communication with Project Management teams, remote job site locations and other stakeholders. This position requires excellent communication skills, strong attention to detail to ensure proper efficiencies applicable to project related tasks.

Essential duties and other responsibilities include, but are not limited to the following:

• Ability to represent company to the public, customers, subcontractors, and government agencies in a professional manner.
• Provides administrative support to Vice President and others in the Risk Management Department, other company executives on occasion and in the group of construction companies.
• Answers telephones, relays messages, coordinates mail, and general oversight of administrative operations as part of a team.
• Facilitates assigned new job set-ups to include creating new contract file, checklists, logging data on intranet spreadsheets, SharePoint, Progress and Projections Subcontract Management Software, Viewpoint Software and required project‑specific documentation as needed.
• Processes, updates and maintains tracking of subcontractor contract documents, subcontractor pay estimates including computational review, owner change orders, subcontract change orders, insurance certificates, lien waivers, and other required compliance documents.
• Proficiently administers all clerical duties to include generating letters, transmittals, memos, templates, and other required documents as necessary.
• Maintains a thorough knowledge of company procedures and departmental procedures.
• Provides administrative assistance with preparing bid forms, prequalification forms, and sending out documents utilizing overnight mailing services.
• Maintains secure, orderly, and organized records and files.
• Ensures accuracy of information, periodically reviews, identifies, and reports inaccuracies to supervisor.
• Conducts timely follow‑up work activities to meet deadlines and responds accordingly to time‑sensitive matters.
• Maintains and complies with company policies on ethical standards and business practices and maintains utmost privacy when preparing confidential company correspondence and statistical project reports.
• Administers short‑term projects and administrative tasks and duties as may be assigned based on business needs.
• Regular, predictable, reliable attendance, and punctuality are essential job functions.

PI

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum two (2) years' experience as a professional office administrative assistant, or equivalent.
• Advanced knowledge of Viewpoint Construction Software, Microsoft Office Suite (Excel, Outlook, PowerPoint and Word, SharePoint) and Adobe Professional, highly desired.
• Excellent phone etiquette.
• Exceptional organizational and time management skills.
• Ability to work with minimal supervision.
• Excellent verbal and written communication skills.

• A valid California Driver's License.

To perform this job successfully, an individual should demonstrate the following competencies:

• Effective Communication
• Collaboration
• Initiative
• Thoroughness
• Personal Integrity

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Office – the noise level in the work environment is usually moderate.

This job description is not designed to cover or contain an extensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.