Contract Administrator

Overview

Contract Administrator or Commitments Administrator. The contract administrator is a key role in our organization ensuring that all commitments are recorded timely and accurately so the project financial reporting is maintained in line with company practices across all projects and to help ensure that our risk exposure is minimized or mitigated relative to contract documents and insurance. This includes interaction with all project teams for all projects requiring commitments.

The role will also check and confirm related processes and procedures are being followed by a regular review of subcontractor, sub-consultant, and vendor data, and project procurement logs. This position provides assistance to the senior management and executive management in project recordkeeping related tasks with a focus on contract documentation and commitment control and recording for the projects. Requires strong communication skills and project accounting knowledge.

Work will include regular interaction with project managers, project engineers, and others.

• Review and process commitments.
• Review commitments for conformance with company practices – commitment, attachments, terms and conditions, insurance, flow through terms, schedule, delivery dates, documentation, labor rate schedules, allowable mark-ups, lien release requirements, etc.
• Log commitment acceptance in the system and track status.
• Log commitments as being sent to subcontractors or vendors and ensure proper logging in the system.
• Track commitments for return and log return in database with verification of terms and conditions.
• Track and log insurance compliance by subcontractors and vendors.
• Ensure owner contract terms are passed to subcontractors without company confidential information.
• Resolve straightforward terms issues and address other terms issues with appropriate escalation.
• Address project scope issues in returned commitments with the project team for resolution.
• Confirm purchases are within the approved project budget; when not in compliance, elevate to the company executive team for resolution.
• Confirm additional insureds are known by the project.
• Track and log insurance certificates to clients and municipalities with contract terms.
• Confirm subcontractor lien releases align with client and landlord transmission requirements.
• Confirm appropriate company authorizations are in place for each purchase.
• Log and track subcontractor/vendor terms based on approved and accepted alternate terms.
• Ensure the appropriate terms and conditions are attached to each commitment.
• Distribute, log, and save As-built, As Sent, and As Executed documents for each commitment or ensure timely movement through the procurement system.
• Cross-check accounting database records with project team records (procurement log) for insurance, status on returned commitments and change orders.
• Receive and review subcontractor and vendor submissions for compliance with company requirements for financials, safety, insurance, etc.
• Enter or update subcontractor/vendor database with new firm data and ensure W-9 and other business data are on file.
• Perform other duties as may be required to assist the company in executing project work.

• Experience level: 6-10 years minimum
• Background: Accounting or business management degree or formal training with equivalent experience.
• Preferred Qualifications
  :
  • Excellent communication and organizational skills
  • Detail oriented
  • Working knowledge of project contract documents and formats – Purchase orders, subcontracts, internal documents, AIA documents, AGC forms, etc.
  • Working knowledge of contract formats - lump sum, not-to-exceed, and cost-plus arrangements, change orders, master agreements, etc.
  • Experience with budgets, buyout, and cost control
  • Basic knowledge of CSI coding and work breakdown structure
  • Basic understanding of insurance requirements
  • Experience with qualifying subcontractors and vendors
  • Computer software – Microsoft Office Suite, specifically Excel-based templates, Procore, and Timberline