Contract Administrator I

Job Purpose This position is responsible for providing clerical and administrative support to the Risk Management Department. Performing core contract administration functions accurately and consistently while developing independence and ownership in the role as well as effective communication with Project Management teams, remote job site locations and other stakeholders. This position requires excellent communication skills, and strong attention to detail to ensure proper efficiencies applicable to project related tasks. Essential Duties And Responsibilities Ability to represent company to the public, customers, subcontractors, and governmental agencies in a professional manner. Provides administrative support to Vice President and others in the Risk Management Department, other company executives on occasion and in the group of construction companies. Answers telephones, relays messages, coordinates mail, and general oversight of assigned administrative duties as part of a team. Completes assigned new job set-ups to include creating new contract files, checklists, logging data on intranet spreadsheets, SharePoint, Progress and Projections Subcontract Management Software, Viewpoint Software and required project specific documentation as needed. Processes, updates, and maintains tracking of subcontractor contract documents, subcontractor pay estimates including computational review, owner change orders, subcontract change orders, insurance certificates, lien waivers, and other required compliance documents. Proficiently administers all clerical duties to include generating letters, transmittals, memos, templates, and other required documents as necessary. Maintains a thorough knowledge of company procedures and departmental procedures. Provides administrative assistance with preparing bid forms, prequalification forms, and sending out documents utilizing overnight mailing services. Maintains secure, orderly, and organized records and files. Ensures accuracy of information, periodically reviews, identifies, and reports inaccuracies to supervisor. Conducts timely follow‑up on work activities to meet deadlines and responds accordingly to time sensitive matters. Maintains and complies with company policies on ethical standards and business practices and maintains utmost privacy when preparing or assisting with confidential company correspondence and project documents. Administers short‑term projects and administrative tasks and duties as may be assigned based on business needs. Regular, predictable, reliable attendance, and punctuality are essential job functions. Qualifications Required Education And Experience Minimum three (3) years’ experience as a professional office administrative assistant, contract administrator or equivalent. Ability to manage multiple priorities and meet deadlines in a fast‑paced environment. Exceptional organizational and time management skills. Ability to manage multiple priorities and meet deadlines in fast‑paced environment. Ability to work with minimal supervision. Proficient knowledge of Viewpoint Construction Software, Microsoft Office Suite (Excel, Outlook, PowerPoint, Word, and SharePoint) and Adobe Professional, highly desired. Excellent phone etiquette. Excellent verbal and written communication skills. Certificates, Licenses, Registrations A valid California Driver’s License and driving record that meets company fleet policy requirements for operating a company vehicle for business purposes, when requested. Must be legally authorized to work in the U. S. Competencies Effective Communication Ensures that regular, consistent, and effective communication takes place. Ensures that important information is shared with others, on a timely basis as appropriate, in their organizational unit. Proactive in keeping their manager informed, on a regular basis, about progress and problems to avoid surprises. Collaboration Develops, maintains, and strengthens partnerships with others inside or outside of the organization who can provide information, assistance, and support. Recognizes and appreciates the business concerns and perspectives of others. Provides valuable and needed assistance and support to others. Initiative Identifies what needs to be done and takes action before being asked or required. Does more than what is normally required in a situation. Seeks out others involved, in a situation, to learn their perspectives. Thoroughness Monitors the quality of one’s own work. Acts to verify information and checks the accuracy of own work. Develops and uses systems to organize and keep track of information or work progress. Organizes information or materials for others. Carefully reviews and checks the accuracy of information in work documents provided to management and others. Personal Integrity Develops and practices the highest ethical standards. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus. Work Environment Office - The noise level in the work environment is usually moderate. Project Site Visits - The employee must be able to walk, stand, and traverse on uneven, rocky, soft, or slippery ground/surfaces occasionally when going to project locations. Additionally, the ability to navigate safely around obstacles, such as excavated dirt, debris, or uneven surfaces caused by construction activity is required. Legal Notice This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. #J-18808-Ljbffr