Contract Manager

Thornton Construction Company•Opa-Locka, FL

About The Position

The Contract Manager manages contracts the company negotiates and enters into, ensuring that processes for subcontractor prequalification, contract management, and insurance certificates are properly created, maintained, executed, and optimized. The role also supports the day-to-day operation of the office and the Executive Management team. It reports to the Vice President of Construction, is part of Operations Administration, and has an Administrative Assistant as a direct report. The position covers general office management, administrative assistance, contract administration, and risk management. It oversees office procedures and records, supports executive calendars and meetings, manages commitments and subcontract documentation, monitors project and vendor compliance, and maintains contract, insurance, licensing, manpower, and project records. It also manages project and vendor information in Procore and tracks subcontract status in Acumatica.

Requirements

Bachelor's degree.
Three to five years of experience in the construction industry.
Five years of experience in office management or a related field.
Proficiency in Microsoft Office and Adobe Acrobat.
Good written and oral communication skills.
Strong organizational skills, including the ability to prioritize, manage multiple projects simultaneously, and meet deadlines.
Excellent interpersonal and communication skills, and the ability to maintain confidentiality.
Proactive, detail-oriented, and able to work with minimal supervision.
Core values must align with Thornton's values of Safety, Community, Empowerment, Quality and Service, Professionalism, and Accountability.

Nice To Haves

Bilingual in English and Spanish.

Responsibilities

Manage the company's contract processes, including subcontractor prequalification, contract administration, and insurance certificates.
Coordinate disaster preparation and emergency communications in collaboration with HR and leadership.
Arrange payment of city and county licenses by their due dates.
Keep the team informed about building news and events, and organize employee events, meetings, trainings, social events, and celebrations, including logistics and catering.
Supervise and manage the reception area and support professional telephone and mail communications.
Develop and implement office policies, procedures, and standards, and measure results against them.
Facilitate conference room use.
Maintain Executive Management calendars and schedule meetings.
Implement and maintain filing systems, protect records, and transfer or dispose of records according to retention schedules and policies.
Review and analyze special projects and keep management informed.
Issue and maintain subcontract, professional services, and closed purchase order commitments; ensure insurance and prequalification are in place before contracts are fully executed.
Review active projects weekly for required deliverables, including daily reports, pictures, safety checklists, toolbox talks, and three-week look-aheads, and notify relevant project and business leaders of non-compliance.
Process personnel badges as required by contracts and maintain badge logs.
Perform daily administrative tasks, including screening calls, responding to email and mail, managing calendars, scheduling onsite and Webex meetings in Outlook, maintaining vendor contact and filing systems, and covering the main phone line as needed.
Update, organize, and maintain the project management drive and project files.
Maintain forms and procedures manuals, including operations and safety materials, with the safety consultant.
Maintain a database of common master service agreement comments, including elevator-related comments.
Maintain logs for insurance certificates, company certificates and licenses, compliance training, subcontractor bonds, global and project subcontracts, badging, and manpower.
Prepare the weekly company laborer manpower log each Friday and update the operations manpower log for project managers, assistant project managers, and superintendents; provide reports as requested.
Create and configure new Procore projects, including required fields and transfer of estimate and document folders to a unified template.
Collect and enter required insurance dates and attachments for commitments in Procore; audit active projects for accurate records and file structure.
Maintain the vendor database and Procore user and company directories, including adding and removing users and cleaning up duplicate contacts and companies.
Prepare and maintain meeting minutes as needed.
Handle miscellaneous tasks such as applications and surveys.
Assist with master contract renewals, filing, and organization.
Ensure subcontracts are issued in accordance with company policies and owner contract requirements.
Ensure required bonds and insurance coverages are in place.
Manage contract acceptance and execution by all parties, and properly file executed contracts in Procore.
Enter, track, and maintain subcontract status in Acumatica accounting software.
Communicate with vendors regarding contract matters.
Review and route change orders, subcontract documents, job request forms, and other documents for required business unit leader or vice president approval and signature.
Organize and file owner master agreements, confirm compliance, and set renewal reminders for the vice president, business development, and contracts manager.
Set up master subcontract agreements with labor leasing companies and other parties.
Assist with executing change orders.
Obtain and review insurance certificates and renewals for compliance with contract requirements.
Coordinate monthly safety meeting agendas.
Prepare weekly reports, including active-project commitment/procurement logs for unexecuted contracts, vendors without insurance, manpower logs, field report updates, document-control compliance reports, and expiring insurance certificates.