Contract Administrator

PRIME GROUP • Hollywood, FL

21h • $65,000 - $85,000 • Onsite

About The Position

The Contract Administrator manages subcontract documents, tracks outgoing and incoming subcontracts and provides administrative support to the purchasing team.

Requirements

• High school diploma or general education degree (GED); one to two years of related experience and/or training; or an equivalent combination of education and experience.
• Strong organizational skills with attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and relevant software such as SmartBid and Project Center.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Strong problem-solving skills and the ability to work both independently and as part of a team.

Nice To Haves

• Familiarity with procurement processes and contract management is a plus.

Responsibilities

• Answer telephone calls related to construction contracts.
• Maintain and organize project specific shared files and all project specific correspondence.
• Track and report biweekly time, status changes, and additional HR forms in accordance with HR policy.
• Prints incoming agreement requests and prepares agreement file folders.
• Thoroughly reviews and verifies all agreement requests for compliance in the following areas: Sunbiz, licensing, insurance, prequalification approval, and Bonds.
• Format and finalize the agreement.
• Issues and enters agreements (subcontracts, POs, PSA’s, Land Dev & Field PO’s) in Sage.
• Logs agreements and uploads Exhibit B, C, and M (if applicable) in AutoDesk, updates notes pertaining to the agreements.
• Assist Purchasing Managers with Workzone.
• Notifies team of any missing and or incorrect documents pertaining to the agreement.
• Follows up with project team pertaining to agreements that are on hold due to missing information or revision request.
• Monitor status and follow-up with the project team until agreements are fully executed.
• Tracks subcontract agreements and reminds Subs that an original agreement is needed for full execution. (DocuSign)
• Sends weekly agreement updates to the Project Team and Document Control Manager.
• Maintains, scans, and saves agreements in the shared file.
• Prepare contract change notices as delegated by PM, Super, DOC, or CEO.
• Print reports (SAGE) and prepares monthly reporting for PM/DOC as deemed necessary.
• Prepare and track execution of contract change management documents (change order requests, owner change orders, and commitment change orders).
• Administer/maintain Sage database to include but not limited to: change management, project specific vendor database, contact database, RFI, submittal, and meeting minutes.
• Compile all documents necessary for subcontracts, purchase orders, and commitments.
• Issue Field Commitments.
• Track and administer all vendor, supplier, and subcontractor insurance.
• Track NTO’s
• Assist Finance with monthly Owner AIA, if necessary.
• Assist AP with the Release payments to Subcontractors & Vendors if necessary
• Process check requests including routing, approval, etc.
• Obtain approval for, code, and authorize (first tier authorization) monthly invoices (Subcontractors & Vendors in TimberScan).
• Assist PM and PE in the collection and compilation of all closeout documents, including insurance, warranty, QA/QC documents, final Change Orders, etc. in accordance with project specific contract specifications.
• Assist Field Administrators and accounting.
• Work with legal resources to obtain legal advice, regulatory issues, compliance issues, and other matters as needed.

Benefits

• Competitive salary commensurate with experience (TBD).
• Comprehensive benefits package including health insurance, retirement plans, and paid time off.
• Collaborative and team-oriented work environment.
• Opportunities for professional development and career advancement within a growing organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED