Contract Manager

Job Description

Job Description

Contract Manager

Direct Manager: Vice President of Construction

Department: Operations Administration

Direct Reports: Administrative Assistant

The Contract Manager is responsible for managing all contracts that the company is negotiating and entering. This role ensures the proper operational processes having to do with the prequalification of subcontractors, contract management and insurance certificates are properly created, maintained, executed, and optimized.

He or she also provides support to the day-to-day functioning of the office and the Executive Management team of the Company.

Overall Focus

1. General Office Management
2. Administrative Assistance
3. Contracts Management
4. Risk Management

General Office Management

1. Key player in keeping everyone informed, prepared, and connected for disaster preparation or emergency situations, in collaboration with HR and Leadership daily call.
2. Keep city and county licenses up to date by arranging payment on due date.
3. Keep team updated on building events/news and organize employee events; assist in all logistics and arrangements (including catering) of internal events such as meetings, trainings social events and celebrations.
4. Supervise and manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
5. Develop and implement office policies by setting up procedures and standards to guide the operation of the office; ensure that results are measured against standards, while making necessary changes along the way.
6. Facilitate conference rooms’ utilization.

Administrative Assistance

1. Properly maintain calendars of the Executive Management team; schedule meetings as required.
2. Implement filing systems, maintain files up to date, ensure protection and security of files and records, and transfer and dispose records according to retention schedules and policies.
3. Perform review and analysis of special projects and keep the management properly informed.

Contracts Management

1. Issue and maintain commitments/procurement (subcontracts, professional services, and closed POs) – Contracts cannot be fully executed unless insurance and prequalification are in place.
2. Review all projects weekly to confirm they complied with weekly deliverables (daily reports, pictures, weekly safety checklists, toolbox talks, 3 weeks look ahead). Notify any non-compliance to the Project Manager, Superintendent and Business Unit Leader.
3. Process badges for all personnel as required by each contract and maintain ongoing log.
4. Perform daily administrative tasks: screen phone calls, read and respond to emails and mail promptly, global calendar management, schedule meetings (including WebEx and onsite meetings) via Outlook, maintain contact with vendors and maintain filing system and cover the main phone line as needed.
5. Update, organize and maintain the project management drive.
6. Maintain updated forms and procedures manual, such as the Operations Manual and Safety once a year. (Coordinated with Safety Consultant)
7. Maintain a database of most common contract MSA comments, including elevator.
8. Maintain and update logs.
   • Request and maintain all insurance certificates updates for all ongoing projects.
   • Company certificates, licenses, and renewals.
   • Coordinate and monitor compliance training to employees as per our training program, including but not limited to the safety meetings.
   • Request and file all Subcontractor project’s bond. Record and track project bonds, when required.
   • Global and project subcontract logs
   • Badging: logs, applications, renewals, returns
   • Prepare weekly manpower log every Friday for all Company laborer based on Project Manager and Superintendents needs.
   • Update Operations Manpower log for PM’s, APM’s and Supers. Provide report as requested.
9. Procore Management
   • Create new projects in Procore. Complete all the fields and transfer the estimate folder and document folder for a unified template.
   • Collect and enter in Procore (dates and attachments) all required insurance for all commitments.
   • Audit active projects to confirm items are saved correctly into Procore and our file structure.
   • Maintain vendor database.
   • Add and remove users, clean up directory of duplicate contacts and companies.
   • Create new projects.
   • Organization of Project Files
10. Prepare and maintain meeting minutes, as needed.
11. Organize employee meetings; assist with logistics and arrangements.
12. Miscellaneous tasks such as: applications, and surveys
13. Assist with master contract renewals, filing and organization.
14. Ensure subcontracts are issued in accordance with company policies and owner contract requirements.
15. Ensure that required bonds and insurance coverages are in place.
16. Manage process of acceptance and execution by all parties.
17. Properly file executed contracts in Procore.
18. Enter, track, and maintain status of subcontracts in accounting software (Acumatica).
19. Communicate with vendors regarding contract matters.
20. Review and route for signature change orders, subcontracts, job request forms and any other documents requiring BUL or VP’s approval and signature.
21. Organize, file and confirm compliance with Owner Master Agreements. Set up calendar reminders to VP, BD, and Contracts Manager to follow up with renewals.
22. Set up Master Subcontract Agreements with labor leasing companies and others.
23. Assist with execution of Change Orders.

Risk Management

1. Obtain and review insurance certificates and renewals for compliance with contract (Insurance Administrator)
2. Coordinate monthly safety meeting’s agenda.

Weekly Reports Due:

1. Print Commitments/Procurement log for all active projects with contract unexecuted (sub request date/contract issued/contract executed/comments of status) – Commitment log or Contracts Log.
2. Print vendors without insurance – with commitments contracts log (Project reports/vendor insurance)
3. E-mail weekly manpower log to Business Unit Leaders, Project Manager and Superintendents.
4. Print weekly field reports update.