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JOB DESCRIPTION

Position: Contract Administrator / Dept: Maintenance
Rate: TBD / Status: Non Exempt
Supervises: N/A / Reports to: VP of Maintenance
Approved by: Human Resources / Effective Date: 04/02/2015
Job Summary: Working with Account Managers to build Customer base, set up, and manage contracts.

Essential Duties and Responsibilities include the following, other duties may be assigned.

  • Support Account Manager (AM) in administrative duties. This includes but is not limited to invoicing, daily sheet management, subcontractor management, COI management, etc.
  • Aids AM in preparation and maintains files of all new contracts.
  • Collect Daily sheets from field, and track the service information for client updates and invoicing for the AM.
  • Works with Field personnel to create a seamless flow of information to and from AM’s
  • Organize and prepares billing documentation, and submits it to Accounting through SharePoint, as well as submits invoices to clients upon request of AM
  • Track WIP for contracts and report to the AM’s
  • Track all Subcontractor COI’s, W-9’s, and signed subcontracts and upload them to MB
  • Upload all signed contracts to MB
  • Track MBE/DBE information related to municipal contracts
  • Manage waiver of liens, and run certified payroll as necessary for contracts
  • Request all permits for contracts i.e. Lane closures, public right of way, Forestry, etc.
  • Able to execute proposals and reports through company software (Master Builder)
  • Other duties as assigned

EDUCATION and/or WORK EXPERIENCE:

Minimum 2 years 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 tocommunicate 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.

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