Contracts Administrator

Job Description

Job Description

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:

a) Certified payroll reports

b) 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:

a) Obtain signatures and store contract

b) Obtain all necessary bonds

c) 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

d) Ensure signed agreements are obtained timely -work with PM

e) Make sure we have a proper completion date from PM for contract and obtain/incorporate job schedule

f) Review certificates of insurance and endorsements to make sure they comply with agreement

g) Route and obtain internal approval of any revisions proposed by subcontractor

• Ensure we have all required information to pay subcontractors including:

a) Conditional/final lien waivers

b) 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

Summary:

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.

Qualifications:

• 2+ 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