Contract Administrator
Job Summary: Under direct supervision of the Administrative, provide administrative support to Project Managers to build Customer base, set up, and manage contracts.
Essential Duties and Responsibilities include the following, other duties may be assigned.
• Monitor and upkeep of current contract files in viewpoint and on the w drive. File any hard copy information. All contract pdfs are stored in files on the W Drive for easy access, as well as, attaching the pdf’s to Viewpoint agreements for anyone to view.
• Be the liaison between PMs/AMs and Accounting, and provide contracts to accounting for their tracking purposes.
• Run reports as needed from Viewpoint. This includes various reports, such as agreement analysis drilldown and work order profitability drilldown.
• Coordinate CA’s to create Sales and Profitability Reports and distribute once a month.
• Monitoring and upkeep of incoming contracts for maintenance service, as well as enhancements, to determine changes in the schedule and billing schedules.
• Input agreements in VP for necessary contracts that are signed. Input all necessary information into Viewpoint, such as costs and billing information.
• Create WOs on an as needed basis
• Input subcontractor agreements, based on information and proposals provided by the PMs/AMs. Provide subcontractor agreements to PM/sAMs or directly to the sub.
• Monitor and upkeep signed subcontractor agreements in VP PO Purchase order entry for all subcontractors.
• Subcontractor invoice approval per the direction of the PM/AM.
• Invoice appropriate property sites for sub costs, per direction of the PM/AM.
• Invoice work orders when applicable after PM/AM notify of job completion.
• Snow Billing completed as necessary.
• Monitor and upkeep of AR status in Viewpoint to reflect current customers.
• Input and adjust contracts/agreements in VP per the direction of the PM/AM.
• Monitor & submission of job specific documents (COIs, Certified Payroll, EEO reports, etc).
EDUCATION and/or WORK EXPERIENCE:
Minimum 2 years of college related coursework in business operations or a related field, combined with 3 years’ experience in a similar position is fully qualifying.
KNOWLEDGE, SKILLS AND ABILITIES
Proficient with a variety of computer software applications in word processing, excel, database and presentation software; Must possess ability to understand, develop and establish departmental operations and procedures and to ensure consistency and effectively communicate them to staff; Ability to collaborate effectively with vendors and internal customers; Skill in managing multiple priorities and completing tasks accurately and efficiently with limited supervision; Ability to gather, analyze, and summarize information for reports, find solutions to administrative issues, and prioritize work. Basic knowledge of business operations and accounting processes. Typing skill of 40 wpm; ability to communicate through both oral and written communication, capable of editing and proofreading; Bilingual English/Spanish is a plus.
Physical Requirements:
Essential and other important responsibilities and duties require maintaining physical condition necessary for walking, standing and sitting for prolonged periods of time; may be required to operate assigned vehicle; may be required to push, pull, bend, lift light to moderate objects (40 lbs.), carry, reach, and stoop; finger dexterity is essential. Maintain mental capacity that permits making sound judgments regarding work and have regular attendance.