Contract Manager

Thornton Construction Company•Opa-locka, FL

About The Position

The Contract Manager oversees contracts the company negotiates and enters into, ensuring that subcontractor prequalification, contract management, and insurance-certificate processes are properly created, maintained, executed, and optimized. The position also supports day-to-day office operations and the Executive Management team. It reports to the Vice President of Construction and supervises an Administrative Assistant. The role spans general office management, administrative assistance, contracts management, and risk management. Responsibilities include managing office communications and records, supporting meetings and employee events, maintaining executive calendars, administering contract and subcontract processes, tracking insurance and bond compliance, maintaining project records and Procore data, and producing weekly operational reports. The Contract Manager also coordinates compliance training and safety-meeting agendas and communicates contract matters with vendors and internal project teams.

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.
Strong 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, with 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 office communications, reception, telephone and mail services, conference-room use, office procedures, and office standards.
Support disaster preparation and emergency communications in collaboration with HR and Leadership.
Keep city and county licenses current and arrange payments when due.
Communicate building events and news to the team and coordinate logistics for internal meetings, trainings, social events, and celebrations.
Maintain Executive Management calendars, schedule meetings, and assist with special-project reviews and analysis.
Maintain filing systems and records, ensuring files are current, secure, and retained or disposed of according to applicable schedules and policies.
Issue and maintain commitments and procurement records, including subcontracts, professional services agreements, and closed purchase orders; ensure insurance and prequalification are in place before contracts are fully executed.
Review active projects weekly for required deliverables, including daily reports, photographs, safety checklists, toolbox talks, and three-week look-aheads; notify relevant project leaders of non-compliance.
Process personnel badges and maintain logs for applications, renewals, and returns.
Perform administrative tasks such as screening calls, responding to email and mail, managing calendars, scheduling onsite and WebEx meetings through Outlook, maintaining vendor contacts and files, and covering the main phone line as needed.
Update and maintain the project management drive, Operations Manual, Safety procedures manual in coordination with the Safety Consultant, contract-comment database, logs, forms, and procedures.
Request and maintain insurance certificates and updates for active projects, as well as company certificates, licenses, and renewals.
Coordinate and monitor employee compliance training, including safety meetings.
Request, file, record, and track subcontractor project bonds when required.
Maintain global and project subcontract logs, prepare weekly company-laborer manpower logs, update the Operations Manpower log for PMs, APMs, and Superintendents, and provide reports as requested.
Create and configure projects in Procore, transfer estimate and document folders into the unified template, enter insurance information and attachments for commitments, and audit active-project records for correct filing.
Maintain the Procore vendor database, manage users, and remove duplicate contacts and companies.
Prepare meeting minutes as needed and assist with employee meeting logistics, applications, surveys, and other miscellaneous tasks.
Assist with master contract renewals, filing, and organization; ensure subcontracts align 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 file executed contracts in Procore.
Enter, track, and maintain subcontract status in Acumatica accounting software and communicate with vendors regarding contract matters.
Review and route change orders, subcontracts, job request forms, and other documents for required approvals and signatures.
Organize and file Owner Master Agreements, set renewal reminders for relevant leaders, and establish Master Subcontract Agreements with labor-leasing companies and others.
Assist with change-order execution and obtain and review insurance certificates and renewals for contract compliance.
Coordinate monthly safety-meeting agendas.
Prepare weekly reports, including active-project commitments with unexecuted contracts, vendors without insurance, manpower logs, field-report updates, document-control consistency reports, and expiring insurance certificates.