Contracts Administrator

Responsibilities:

• Facilitate the distribution of customer contract documents to key personnel for review including insurance broker (insurance requirements)
• 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 and obtain copy & 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 milling division
• Hold project managers accountable to following the process put in place
• Be the owner of Spectrum’s (accounting software) job cost, accounts receivable, project management & project set‑up Modules
• Be part of the process of educating 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 timely, including:
  • Certified payroll reports
  • Lien waivers
• Manage change order process including tracking potential, pending & approved change orders – all tracked in Spectrum, this includes 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 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 we have proper coverage
• Import awarded job information (budgets) into Spectrum from Heavy Bid (estimating department), making sure that total contract value and estimated costs tie out
• Manage paperwork for completion of all jobs and collecting our final retention balance, including obtaining signature on substantial completion certificate
• Oversee subcontractor agreement processing including:
  • Obtain signatures and store contract
  • Obtain all necessary bonds
  • Tracking 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 schedule
  • 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:
  • Conditional/final lien waivers
  • 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 and work with PMs if anything looks out of the ordinary
• Be willing to be trained as a backup for another accounting department position when person 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
• Have solid knowledge of how certificates of insurance works and basic elements of a contract
• Well organized and able to multi‑task
• Be adaptable to change
• Ability to constantly re‑prioritize what needs to be done first
• Team player and open minded