Contract Administrator

Salary Range: $85,000-$95,000, plus bonus

• Facilitate distribution of customer contract documents to key personnel for review, including insurance brokers.
• Track routing of contract review process.
• Review general conditions of the contract for payment provisions and receiving retention at the end of the job.
• Ensure final version of customer contracts are signed by executive management, obtain copy and store counter‑signed contract.
• Ensure contract values are updated in Spectrum.
• Review schedule of values to ensure we have billed correct amounts.
• Oversee contract documents for the milling division.
• Hold project managers accountable for following the process put in place.
• Be the owner of Spectrum’s (accounting software) job cost, accounts receivable, project management & project set‑up modules.
• Educate project managers on how to use Spectrum more effectively to manage their job’s performance.
• Timely invoice customers per contract agreement.
• Ensure we have obtained all necessary documents to be paid by our customer in a timely manner, including:
  • Certified payroll reports.
• Manage change order process, including tracking potential, pending & approved change orders – all tracked in Spectrum (including subcontractor change orders). Ensure they are billed timely.
• Obtain copies of payment bonds from general contractors we work for.
• Set up new job numbers in the accounting system and ensure capturing all information needed for the new job setup sheet.
• Manage outstanding bonds schedule – make sure they get closed out and price is adjusted.
• Assist with collections on contracts receivable balances.
• Review GC and subcontractor P&P bonds to ensure proper coverage.
• Import awarded job information (budgets) into Spectrum from Heavy Bid (estimating department) to ensure total contract value and estimated costs tie out.
• Manage paperwork for completion of all jobs and collecting our final retention balance, including:
  • Oversee subcontractor agreement processing, including:
    • Obtain signatures and store contract.
    • Obtain all necessary bonds.
    • Track payments to subcontractors vs committed costs, ensuring we are not paying more out to a subcontractor than the amount we have been paid by our customer.
    • Ensure signed agreements are obtained timely – work with PM.
    • Make sure we have a proper completion date from PM for contract and obtain/incorporate job.
    • Review certificates of insurance and endorsements to make sure they comply with agreement.
    • Route and obtain internal approval of any revisions proposed by subcontractor.
  • Ensure we have all required information to pay subcontractors, including:
    • Certified payroll reports.
• Work closely with internal general counsel on certain legal matters (lien filings, subcontract revisions).
• Monitor subcontractor certificate of insurance forms for expiration.
• Monitor job‑to‑date subcontractor costs and compare to current budget; work with PMs if anything looks out of the ordinary.
• Be willing to be trained as a backup for another accounting department position when someone is on vacation or sick.

This position works closely with in‑house counsel, estimating, project managers and ownership in a fast‑paced environment. We work with public agencies and private customers. This position is also very involved with the month‑end financial close process. Kerr offers a competitive wage and benefits program.

• 4+ years contracts administration experience.
• Strong communication skills – ability to work with different personalities.
• Experience working with accounting information systems.
• Solid knowledge of how certificates of insurance works and basic elements of a contract.
• Well organized and able to multi‑task.
• Adaptable to change.
• Ability to constantly re‑prioritize what needs to be done first.
• Team player and open minded.

Mid‑Senior level

Full‑time

Management and Manufacturing