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SalaryJOB SUMMARY
The Assistant Contract Administrator works closely with the Contract Administrator in performing construction contract management including bidding, verifying all contractors comply with the company standards, preparing contracts, processing change orders, authorizations to bill, invoicing, lien releases, and project close out documents. If the Contract Administrator is out of the office, the Assistant Contract Administrator must be able to step up and assist in preparations, negotiate with sub-contractors regarding quotes and letting of contracts, and other key duties that typically handled by the Contract Administrator. The Assistant Contract Administrator reports directly to the Vice President Engineering.
JOB DUTIES AND ESSENTIAL FUNCTIONS
Performs a variety of tasks and duties and functions which may include, but are not limited to, the following:
- Review and reconcile contractor bid proposals, Authorizations to Bill, invoices, and contract change orders to ensure accuracy and completeness with contract terms and company standards.
- Compile Authorizations to Bill, process contract payments.Maintain tracking records and data logs for the following items: contract expiration dates, contractor insurance expirations, contractor license and address information, and authorization to bill process and payments.
- Understand and communicate contract compliance requirements to contractors and other company employees and provide training as needed to company employees.
- Track and ensure contractors comply with contract terms, requirements, and deadlines.
- Track and ensure the company complies with contract terms, requirements, and deadlines.
- Compile projects close out paperwork and review to ensure accuracy and completeness.
- Prepare, review, and manage Consulting Agreements.
- Prepare, review, and manage Master Consulting Agreements.
- Prepare, review, and manage Task Orders.
- Researches and prioritizes different tasks and must be able to multitask.
- Provides administrative support to the department, including but not limited to managing calendars, department meetings, supplies, budget, and the first line of contact.
- Work independently and efficiently with great attention to detail.
- Perform other related functions and duties, as directed.
SKILLS KNOWLEDGE AND PHYSICAL REQUIREMENTS
Skills, knowledge and physical requirements include, but are not limited to:
- Ability to read and understand contracts and exercise good judgment with regard to contract meaning and compliance.
- Knowledge of construction contract administration and practices.
- Ability to maintain accurate records and produce neat and accurate reports.
- Knowledge of accounting principles and practices.
- Knowledge of construction plans and specifications.
- Knowledge and experience with personal computers and Microsoft Word, Excel, and Project.
- Ability to produce spreadsheets, charts, and graphs in Microsoft Excel.
- Good general mathematical ability.
- Familiarity with safety practices and procedures.
- Ability to communicate effectively orally and in writing.
- Ability to interact with management, other engineering staff, accounting staff, and contractors in a cooperative and professional manner.
- Ability to work toward common department goals and interact effectively with co-workers and supervisors.
- A neat and professional appearance. -
- Must be dependable, punctual, and have good attendance.
- Ability to perform repetitive physical activities including walking, standing, sitting, reaching, bending, grasping, stooping, and lifting up to 50 lbs.
EDUCATION, TRAINING, AND EXPERIENCE
The following are required:
- High school diploma or equivalent
- Valid Arizona driver's license and acceptable driving record.
- Utility construction contract and accounting experience is preferred.
- One year or more years of Administrative Assistant Experience.
