Contract Administrator

Core Responsibilities:

• Subject matter expert on all contract administration functions within the project life cycle. Develops the audit standards process for contract organization including the maintenance of contract files and the contract preparation process. 
• Effectively communicate and coordinate invoicing and payment policies and compliance with general contractors, subcontractor/vendor, consultant, sub-consultant and agency personnel as necessary.
• Contribute to a positive and collaborative experience for internal teams and external vendors engaging with legal department services.
• Manage budgets and billing in Procore, NetSuite, Routable, Excel, and/or other software platforms as required and assigned. 
• Prepare vendor contracts for general contractors, sub-contractors, engineers, other design professionals, and equipment vendors. Complete contract templates and liaise with internal teams or outside counsel to ensure accuracy.
• Use document control protocols to audit, research, and manage electronic project folders. Track mechanic’s liens and conditional and unconditional releases for each project.
• Pre-qualify external consultants and contractors to support or augment activities, to include reviewing financial reports, insurance qualifications, safety ratings, credit reports, and other criteria as needed. Act as the company's primary interface during the onboarding process for new vendors, ensuring a smooth and positive experience.
• Review and process monthly progress billings with contractors, vendors and project manager(s). Interact with contractors and vendors to make corrections timely and as needed.
• Review and process contractor and vendor change orders or additional service requests for approvals.
• Monitor vendor compliance with appropriate departmental and interdepartmental team members.
• Create, issue and track general contracts, subcontracts and work authorizations; follow up with general contractors, subcontractors and consultants regarding project paperwork as needed.
• Assist in developing accurate, accessible, and up-to-date instructional content for the training and reference guide.
• Solicit, collect, review and approve vendor invoice submissions to ensure compliance with contract obligations.
• Execute regular data hygiene and administrative tasks to ensure the integrity and efficiency of the contract management platform.
• Facilitate the collection, tracking, and organization of prevailing wage requirements in accordance with applicable labor laws and project specifications.
• Perform other job essential assignments and special ad-hoc projects as assigned.

Preferred Qualifications:

• Possess exceptional organizational skills and ability to coordinate multiple projects simultaneously.
• Ability to prioritize and effectively time manage projects, schedules and workload with little supervision.
• Ability to effectively communicate and collaborate cross-functionally with various departments on projects and tasks. Excellent written and verbal communication skills.
• Strong background of construction databases and office productivity tools like Microsoft Office 365 (Excel, Word, PowerPoint), Google Suite of tools, Procore, Smartsheet, Bluebeam, and/or other software platforms.
• Respect for confidential information; use of proper judgment in time sensitive and critical situations.
• Minimum of 3-5 years’ experience as a contract administrator or equivalent work experience in a project-based position in a corporate environment; assisting with large scale development and construction projects, highly preferred.