The Contract Administrator provides oversight and administration of contracts through office work directly related to the general business operation of the employer or the employer’s customers.
- This job requires the exercise of discretion and independent judgment with respect to matters of significance
- Welcome visitors by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintain supplies inventory by checking stock to determine inventory level; placing orders for supplies; verifying receipt of supplies.
- Ensure operation of office equipment by scheduling maintenance; calling for repairs; maintaining equipment inventories.
- Prepare, distribute, and collect correspondence, memos, and reports.
- Make travel arrangements and prepare registration for business and conference travel.
- Provide administrative support to the assigned division.
- Responsible for the preparation and administration of contractual documents and proposals.
- Maintain detailed and organized audit files for each project, to include original contract, all correspondence, changes/deviations, amendments, clarifications, and payment schedules.
- Track authorizations and correspondence.
- Ensure that contractor, subcontractors, and suppliers are in compliance with company policy, owner specifications, and government regulations.
- Coordinate bidding process; order plans and contract documents; maintain bid calendar; prepare bid proposals.
- Prepare and submit billings.
- Follow up to guarantee contractual payments have been made.
- Review, challenge, and analyze project invoices, ensure accurate coding and capturing of costs.
- Resolve cost discrepancies by collecting and analyzing information.
- Ensure prior to releasing final payable to contractors and suppliers that lien releases and all close-out documents are in order.
- Respond to questions and/or provide advice regarding licensing policies, procedures, or state regulations.
- Maintain records, prepare, and submit licensing correspondence, applications, and permits.
- Develop marketing materials; compile and format proposals and promotional items.
- Represent the Company at conventions and meetings as requested.
- Operate a computer and word processing software and other standard office equipment.
- Type accurately at a speed necessary to meet the requirements of the position.
- Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
- Communicate clearly and effectively orally and in writing.
- Manage multiple and rapidly changing priorities.
- Maintain highly sensitive and confidential information.
- High School Diploma or Bachelor's degree preferred
- Two years of office experience