Commercial Construction Project and Contract Administrator

Job Description

Job Description

PROJECT/CONTRACT ADMIN

Reports to: Controller

Job Duties:

Contract Administration

- Track contract status for each project to full execution ensuring fully executed copy on file.

- Review contracts for compliance and setup requirements.

- Update job tracker with required compliance items and record new status updates.

- Communicate compliance requirements found to proper role/department for processing.

- Escalate issues to Controller and President as needed.

Job Setup & Compliance

- Assign numbers to new projects and add to tracking sheet.

- Update job tracker with required compliance items.

- Take-off project budget and contract value by category from proposal.

- Set up new projects in accounting software.

- Maintain/update weekly “Contracts Added” report.

- Setup profit plan workbook for project handoff.

- Update tracker and software with PM assignments.

- Send “Notice To Owner” on specified projects and track certified mail to completion.

- Obtain COI for each new project as required and submit it to the customer.

- Process bulk annual COI renewal file.

- OCIP/CCIP program enrollment on required projects + monthly payroll reporting when CIP applies.

- Apply for and obtain P&P bonds as required.

- Maintain P&P bond tracking sheet + organize and file bond documentation.

- Facilitate surety execution of COs on bonded jobs.

- Notify Staff Accountant of any ODP requirements so they can begin setup process.

- Field all Textura emails per written procedure.

- Ensure compliance is current for all Textura managed projects.

- Prepare reports and send Final Cost Review emails to close jobs as directed by Controller.

- Certified payroll setup for projects as needed + add to CP tracker.

- Report weekly certified payroll on CP projects.

Change Orders

- Generate & distribute bi-weekly pending CO report by Project Manager to PM, Controller, and President.

- Approve change orders in ComputerEase once issued and add each approved change order to shared “Weekly Contracts Added” report as they are approved in ComputerEase.

- Notify PM of any errors/omissions caught on RFC proposals.

- Notify PM when CO job folder format is incorrect/incomplete and request corrections.

- Notify PM, Controller, and Sr. Estimator of any bid sheet formula errors.

General

- Create shipping labels for PMs, Estimators, Controller, etc. as requested.

- Order company shirts for employees.

- Assist with planning annual company parties and coordinate lunches for office meetings.

- Assist Controller and President with various tasks as needed.

- Sort and distribute mail daily.

- Maintain company info sheet used for prequals updating entire sheet annually.

- Assist Controller with GC prequal requests and renewals.

- Assist PMs with closeout doc packages and submittals when schedule permits.

Desired Skills & Abilities

- Proficient & able to work with computers & software programs.

- Proficient with Microsoft Office Suite (Excel, Outlook, Word).

- Time management & organizational skills.

- Problem solving & communication skills.

- Ability to work in a team environment and fit in with positive company core values.

- General knowledge of the construction industry.

- Prior experience with Bluebeam software a plus.

Benefits

- Competitive salary.

- Comprehensive benefits package including health, dental, and vision insurance.

- Monthly allowance towards health insurance coverage.

- 401(k) with 3% automatic employer contribution.

- Paid vacation and holidays.

Interior Specialties is the one-stop shop for commercial general contractors. The company offers a wide array of Division 10 and Division 12 specialty construction items. Visit our website at

Company Description

Interior Specialties is the one-stop shop for commercial general contractors. The company offers a wide array of Division 10 and Division 12 specialty construction items. Visit our website at