Construction Contract Administration

Responsible for project cost tracking and contract management including but not limited to: preparing, examining, analyzing, negotiating, and revising contracts and commitments for the purchase or sale of goods or services related to development and capital improvement activities at various properties.

Responsibilities/Essential Job Duties

Track

Cost tracking against budget, commitment and actual paid. Track authorizations and correspondence. Track certificate of insurance, retention, and preliminary lien notices.

Oversee

Oversee the contract preparation and revision process. Oversee proposal planning and administration of contracts.

Assist

Assist in analyzing and mitigating risk. Assist project team prepare bid or RFP packages and coordinating distribution. Assist in bid or proposal analysis and present recommendations as needed. Perform or assist in closeout activities as needed.

Prepare

Prepare contract change order, and facilitate monitoring of contractor performance, including the reporting and status of contractor and owner deliverables under the direction of Project Managers. Prepare and disseminate information to appropriate employees regarding contract status, and facilitate contractor meetings to resolve issues expeditiously. Prepare and manage bond requests. Prepare contract briefs and revisions summarizing contractual requirements and budgets.

Maintain

Maintain detailed and organized contract files. Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules.

Monitor

Monthly budget reports. Ensure that contractor is in compliance with legal requirements, owner specifications and government regulations. Provide contract summaries and ensure contract execution in accordance with company policy.

Negotiate

Facilitate negotiation of scopes of work, terms and conditions.

Collaborate

Act as liaison between vendors and accounting on billing/contract questions.

Process

Invoice processing and coding as required. Submit/process check requests.

Qualifications

  • Full understanding of construction cost management processes.
  • Strong organizational and problem solving skills.
  • Strong communication skills. Proven capability to communicate well and clearly, both in written and verbal forms.
  • Knowledge of Microsoft Office including PowerPoint, Outlook, Word and Excel, BlueBeam, Acrobat, and MS Project, and other project management software knowledge helpful.
  • Ability to manage multiple simultaneous projects / strong time management skills.
  • Highly intelligent; analytical thinker.
  • Demonstrated ability to learn and desire to grow.
  • Working knowledge and understanding of contracting, buyout, and budgeting process.
  • Working knowledge of scheduling, drawings, and construction sequencing and processes.
  • Advanced knowledge of contract formats (AIA Forms); draft, and issue change order(s) scope to contractors with oversight.
  • Highly organized.
  • Keen attention to detail.
  • Ability to take direction, identify issues and escalate for resolution, and to take reasonable action to achieve desired results.
  • Listen to associates and project stakeholders to define and communicate objectives and programs effectively, and coordinate the actions of various team members.
  • Self-starting personality that can work well with limited direction.
  • Suitability to an entrepreneurial culture that places a premium on performance.
  • Team player who is attracted to a small, collegial working environment.
  • Unquestioned integrity.

Education and/or Experience

  • Bachelor’s degree.
  • 5-10 years of direct work experience required.
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