Construction Contract and Bid Specialist

CONSTRUCTION CONTRACT & BID SPECIALIST DESCRIPTION

Scull Construction is seeking a highly motivated, self-driven person with high energy to join our team as a Construction Contract & Bid Specialist.

GENERAL POSITION DESCRIPTION

The Contracts Specialist is responsible for a wide variety of procurement and contracting duties within Pre-Construction and Operations, these duties include drafting contracts, task orders, work requests and interagency agreements; preparing bidding documents and conducting bidding processes; ensuring all legal, insurance and bonding requirements are met prior to contract execution; preparing reports; recording documents; maintaining the contract log and filing system; and working with Pre-Construction managers to administer active contracts for insurance and bonding.
Position preference given for demonstrated skill in public procurement and contracting for formal and informal bidding processes and proven experience in all phases of the contract’s lifecycle. The Contracts Specialist works independently on assigned contracting tasks with general guidance from the Pre-Construction Manager. Work is performed in a professional office setting and team environment. While similar experience to the position description is preferred, we are willing to train the right candidate.

CLARIFICATIONS OF REQUIREMENTS:

• These requirements are representative of the minimum knowledge, skill, and ability required for an individual to satisfactorily perform the essential functions and responsibilities of the position.

KNOWLEDGE OF:

• Formal and informal competitive bidding principles and processes and legal requirements.
• Basic principles of contract law and procedures.
• Types of agreements used in construction projects and interagency partnerships.
• Contract administration.
• Use and evaluation of insurance certificates.
• Records management principles and procedures and maintenance of files and file systems for contracts, permits, insurance and sub bonds.

ABILITY AND SKILL IN:

• Developing and/or managing contracts, including tracking documents through the contracting lifecycle, contract compliance items, and keeping organized records.
• Researching, reading, and comprehending complex contract documents.
• Organizing and successfully completing a variety of contracts-related responsibilities for all projects.
• Interpreting, applying and explaining to others; policies, procedures, instructions, contract requirements, and applicable laws and regulations.
• Comprehending and following verbal and written instructions in technical and non-technical language; explaining complex issues in an understandable way.
• Preparing detailed, complete and timely reports and related documentation;
• Demonstrating excellent verbal and written language skills; communicating effectively and establishing working relationships with company staff, businesses, consultants, sub-contractors and client’s legal team.
• Applying logical and team-based problem-solving techniques that build collaboration and ensure efficient use of resources.
• Managing a variety of competing tasks and priorities while meeting deadlines.
• Taking initiative, overcoming obstacles and maintaining momentum on assignments.
• Anticipating questions, issues and concerns and acting as an effective troubleshooter.
• Use of desktop publishing and program applications such as ; Word; Excell, Pantera, CSI’s Master Format; Consensus Docs; DocuSign and others.
• Administering records management protocols; applying records retention policies.
• Working independently with general guidance from Pre-Construction and Operations.
• Making decisions and exercising good judgment; demonstrating social astuteness.
• Maintaining poise while dealing with people in difficult situations; exercising tact and diplomacy; interacting in a professional and courteous manner at all times.
• Maintaining confidentiality of all matters.
• Though not required but preferred Experience and Training; experience with competitive bidding processes, preparing a variety of contract documents; writing, administering and enforcing contracts and legal agreements, documenting and managing of records.
• Ability to verbalize instructions and communicate effectively in person, by telephone, or by electronic mail. While performing the duties of this classification, the employee works in a professional, self-starter with the ability to take tasks and run with them, with little help.
  Any combination of experience and training that provides the equivalent scope of knowledge, skill and technical ability to properly perform the work as described or requested, and the understanding that the right self-motivated person can be trained for this skilled position. On-Boarding Week one and Permitting, and other active duties maybe placed upon this individual at a later date.

OTHER REQUIREMENTS:

• Must be able to pass a pre-employment drug/alcohol screening and random employee pool drug/alcohol testing

DISCLAIMER

This document describes the position currently available. It is not an employment contract. Our company reserves the right to modify job duties or job descriptions at any time.

• Facilitate procurement for public works construction and professional and general services:
• RFQ’s, RFP’s, and Invitation to Bid processes; required advertisements, front end specification research, insurance requirements; bond procurement research, scheduling bid deliveries; noticing; assembling bid documents; pre-bid meetings and Bid openings; and preparation of contracts.
• Administering and tracking of bid call sheets with the use of Pantera and Bid Day Checklist.
• Manage contract development through all lifecycle stages (draft, revision, approval, filing, and distribution), ensuring that insurance, bonding, and legal requirements are met and internal processes and records are maintained.
• Professional interaction with colleagues, other public agencies (City, State, & Etc.), superintendents, consultants and sub-contractors.
• Administration of active contracts (construction, development, condominium, etc.) to identify, calendar, notify, and ensure completion and compliance with all deliverables in collaboration with project managers and responsible parties.
• Provide on-going assistance to staff on contract development and compliance issues.
• Administer Agency records management policies and procedures to maintain complete, orderly, accurate, and accessible working files and archives.
• Perform special projects as requested and other duties as assigned.
• Notify individuals of problems, or further actions needed.
• Explain conclusions, findings, or recommendations.
• Make improvements, solve problems, or take corrective action when problems arise.
• Maintain a working knowledge of relevant bid laws, regulations, policies, standards, or procedures.
• Preferred experience but at a minimum the ability to learning and understand of Federal, State, Tribal or Local Bidding Laws and standards or procedures to specific issues.
• Interpret and understand AIA contracts laws, regulations, policies, standards, or procedures to specific issues.
• Processing Permits for regulations, SWPP, City, State and Tribal requirements.
• Ability to Monitor contracts (includes administering, extending, modifying, insurance requirements, bonding requirements or terminating contracts).
• Collaborate with others or work on teams.
• Solicit proposals or bids for contracts or property.
• Use computer systems or applications to access, create, edit, print, send, retrieve, or manipulate data, files, or other information