Contract Administrator

PROTECS LLC•Whitemarsh Township, PA

About The Position

Contract Administrator or Commitments Administrator The contract administrator is a key role in our organization ensuring that all commitments are recorded timely and accurately so the project financial reporting is maintained in line with company practices across all projects and to help ensure that our risk exposure is minimized or mitigated relative to contract documents and insurance. This includes interaction with all project teams for all projects requiring commitments. The role will also check and confirm related processes and procedures are being followed by a regular review of subcontractor, sub-consultant, and vendor data, and project procurement logs. This position provides assistance to the senior management and executive management in project recordkeeping related tasks with a focus on contract documentation and commitment control and recording for the projects. Requires strong communication skills and project accounting knowledge. Work will include regular interaction with project managers, project engineers, and others. General Role: Duties will include reviewing and processing commitments, commitment terms, budgets, budget conformance, insurance documentation, subcontractor/vendor qualifications, commitment changes, etc. and reviewing and understanding our client contract terms and pass-throughs to ensure the project accounting tasks, records and record-keeping is current and up to date and to mitigate and minimize our risk exposure relative to commitments and purchase. Provide assistance to management and to the project teams to get commitments recorded and entered and during close-out activities to get commitments brought in line with final agreed to amounts with subcontractors and vendors to ensure the timely close out of project financials. Track and maintain insurance document logs, insurance requirements, additional insured requirements, etc., and a current list of qualified subcontractors, vendors, and consultants. Solid communication and staff interaction skills are required, as well as some accounting knowledge. Typical Activities: Receive, review, and process commitments. Review commitments for conformance with company practices – commitment, attachments, terms and conditions, insurance, flow through terms, schedule, delivery dates, documentation, labor rate schedules, allowable mark-ups, lien release requirements, etc. Log commitment acceptance (or ensure it logs in the system properly) Log commitment as being sent to subcontractors / vendors (or ensure it logs in the system properly) Track commitments for return Log return in database (or ensure it logs in the system properly) and check to ensure there are no issues with terms and conditions. Track and log (in database(or ensure it logs in the system properly)) insurance compliance by subcontractors and vendors. Ensure owner contract terms are passed to subcontractors without company confidential information. Resolve straightforward terms issues and address other terms issues to the appropriate company executive. Address project scope issues in returned commitments to the project team for resolution. Confirm purchases are within the approved project budget. When purchases are not in compliance, move the issue to the company executive team for resolution or action. Confirm additional insureds are known by project. Track and log PROTECS insurance certificates to clients and municipalities along with term for insurance per contract commitments. Confirm subcontractor lien releases represent the right client and landlord on transmission with the commitments. Confirm appropriate company authorizations are in place for each purchase. Log and track subcontractor / vendor terms based on approved and accepted alternate terms. Ensure the appropriate terms and conditions are attached to each commitment. Distribute, log, and save the As signed, As Sent, and As executed documents for each commitment (or ensure that the purchases are being moved through the procurement system in a reasonable time). Cross-check accounting database records with project team records (procurement log) for insurance, status on returned commitments and commitment change orders. Receive and review subcontractor and vendor submissions for compliance with company requirements for financials, safety, insurance, etc. Enter / update subcontractor / vendor database with new firm data. Insure we have W-9 and other appropriate business data for subs / vendors. Perform other duties as may be required from time to time to assist the company in executing project work.

Requirements

Experience level: 6-10 years minimum
Background: Accounting or business management degree or formal training with equivalent experience.

Nice To Haves

Excellent communication and organizational skills
Detailed oriented
Working knowledge of project contract documents and formats – Purchase orders, subcontracts, internal documents, AIA documents, AGC forms, etc.
Working knowledge of contract formats - lump sum, not-to-exceed, and cost-plus arrangements, change orders, master agreements, etc.
Experience with budgets, buyout, and cost control
Basic knowledge of CSI coding and work breakdown structure
Basis understanding of insurance requirements
Experience with qualifying subcontractors and vendors
Computer software -- Microsoft Office Suite, specifically Excel-based templates, Procore, and Timberline

Responsibilities

Receive, review, and process commitments.
Review commitments for conformance with company practices – commitment, attachments, terms and conditions, insurance, flow through terms, schedule, delivery dates, documentation, labor rate schedules, allowable mark-ups, lien release requirements, etc.
Log commitment acceptance (or ensure it logs in the system properly)
Log commitment as being sent to subcontractors / vendors (or ensure it logs in the system properly)
Track commitments for return
Log return in database (or ensure it logs in the system properly) and check to ensure there are no issues with terms and conditions.
Track and log (in database(or ensure it logs in the system properly)) insurance compliance by subcontractors and vendors.
Ensure owner contract terms are passed to subcontractors without company confidential information.
Resolve straightforward terms issues and address other terms issues to the appropriate company executive.
Address project scope issues in returned commitments to the project team for resolution.
Confirm purchases are within the approved project budget. When purchases are not in compliance, move the issue to the company executive team for resolution or action.
Confirm additional insureds are known by project.
Track and log PROTECS insurance certificates to clients and municipalities along with term for insurance per contract commitments.
Confirm subcontractor lien releases represent the right client and landlord on transmission with the commitments.
Confirm appropriate company authorizations are in place for each purchase.
Log and track subcontractor / vendor terms based on approved and accepted alternate terms.
Ensure the appropriate terms and conditions are attached to each commitment.
Distribute, log, and save the As signed, As Sent, and As executed documents for each commitment (or ensure that the purchases are being moved through the procurement system in a reasonable time).
Cross-check accounting database records with project team records (procurement log) for insurance, status on returned commitments and commitment change orders.
Receive and review subcontractor and vendor submissions for compliance with company requirements for financials, safety, insurance, etc.
Enter / update subcontractor / vendor database with new firm data.
Insure we have W-9 and other appropriate business data for subs / vendors.
Perform other duties as may be required from time to time to assist the company in executing project work.