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CONTRACT ADMINISTRATOR

Salary
Competitive
Employment
Full Time
Work Place
Office
Real Estate Field
Location
Dana Point
 CA
Postal Code
92629
Country
United States

This job is no longer active.

Description


CONTRACT ADMINISTRATOR

JOB DESCRIPTION

REPORTS TO:  Vice President – Capital Projects


JOB PURPOSE:

The Contract Administrator is responsible for generating contracts for the development and operating property renovation (capital expenditure) projects’ operations. The position manages the contract processes from origination through close-out. Related duties include monitoring and reporting contract status, maintaining the contract files, contract templates and approval workflows, reviewing invoices and progress billings, correspondence (written and verbal communication with contractors, subcontractors, suppliers and property management representatives), accounting records, including accounts payable, disbursements and administrative duties as assigned. 

The various responsibilities include, but are not limited to, the following:

  • Prepare, examine, analyze and edit contracts (based on company-approved templates), including related change orders, that involve the purchase of goods or services from contractors and consultants.  Coordinate contract terms with Raintree project managers, attorneys and other internal review participants.
  • Contract approval/signature routing through automated (DocuSign) and manual processes.  Contract and change order tracking for approval and contract status.
  • Contract progress tracking to determine any anticipated change orders required. Communicate with the respective project managers regarding contract status and change order requirements.
  • Obtain and review invoices, monitor progress billings, assist in obtaining lien releases, notary acknowledgements, financial close-out of the contracts and insurance documentation.
  • Maintain compliance with systems processes, supporting documents and other records.
  • Lead or participate in process improvement and automation efforts.
  • Special projects as assigned.

The Contract Administrator performs functions requiring thorough knowledge of contract language, construction methods, principles and practices, the ability to apply this knowledge creatively in situations where procedures may not be prescribed or well defined, and a broad understanding of overall company operations.  Typical functions would include preparing and reviewing the reports pertinent to assigned areas, maintaining and recommending new processes or modifying existing systems to provide better financial control and reporting.  The position maintains records through the company’s automated accounting systems and personal computer applications (primarily Microsoft Office applications).


ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Assist in proposal planning and administration of contracts. Maintain an audit file for contracts which will include original contract, all correspondence, changes/deviations, amendments, clarifications and payment schedules.
  • Prepare and revise contracts that involve the purchase of goods and services from contractors, subcontractors and consultants (based on company-approved templates) 
  • Prepare contract instructions and revisions summarizing contractual requirements and budgets.
  • Manage contracts and related invoice authorizations and correspondence.  Prepare contract change notices, monitor contractor performance (including contracts/ projects status reporting and owner deliverables)
  • Obtain project statuses relevant to the acceptance and processing of invoices and track payments against contract values and deadlines.
  • Ensure that contractor is in compliance with legal requirements, owner specifications and government regulations.
  • Verify initial and ongoing compliance with insurance requirements.
  • Provide contract summaries and ensure contract execution in accordance with company policy.  Prepare and disseminate information to appropriate employees regarding contract status, facilitate contractor meetings.
  • Create and maintain project files with the pertinent property data, summaries, insurance, fact sheets, capital schedules and other pertinent information.
  • Assist development, construction, acquisition and asset management team members in administration and related analysis.  Attend and participate in all related and appropriate meetings.
  • Assist the respective project managers in the project contracts’ close-out, retention warranty collection, payment monitoring, clean-up and back charges.
  • Participate in systems conversions, upgrades and general systems support.
  • Analyze and mitigate risk by applying the applicable Company policies, procedures and processes.
  • Maintain detailed and organized files.
  • Special projects and other assignments as assigned.

Travel

0% - 10% required.

 

QUALIFICATIONS :


Experience & Education

  • Requires a four-year degree in Business, Economics or Construction Management and 2 to 6 years contract experience depending on industry and degree specialty. 
  • Solid contract management process skills, an understanding of project costs, ability to work with contractors and professional service providers to ensure effective operations.
  • Proficiency in Adobe Acrobat and Microsoft Office applications (experience with Project, Primavera or other project management software preferred) with working knowledge of pivot tables and other advanced MS–Excel functions

Required Skills (Knowledge, Skills, and Abilities)


Language Skills

Ability to read, analyze, and interpret documents. Ability to respond courteously, promptly and effectively to inquiries or complaints. Ability to write general letters, email and other correspondence. Ability to make effective presentations on specific functional topics to team members, contractors, vendors, suppliers or other parties.


Mathematical Skills

Ability to apply business mathematical operations to tasks (proofing, discounts, ratios, percentages, comparative analysis) and narrative variance explanations. Ability to respond effectively to the most analytical and sensitive inquiries required. Ability to write business summaries using original or innovative techniques or style.  


Reasoning Ability:

Ability to apply principles of logical or scientific thinking to a wide range of practical problems. Ability to deal with nonverbal symbolism (Formulas, graphs, etc.). Ability to deal with a variety of abstract and concrete variables.


Candidates will also have the following personal attributes and characteristics:

  • Desire to work in an entrepreneurial environment and the capacity to handle the breadth and intensity of work that comes in such an organization.
  • Strong quantitative aptitude and analytical skills.
  • Excellent written and oral communication skills.
  • Organized and detail oriented but able to see the “big picture”.
  • Ability to work productively and collaboratively in a lean organization and with outside contractors and consultants.
  • The aptitude to manage multiple projects and to negotiate competing priorities.
  • An attitude that embraces integrity, honesty and personal responsibility.
  • A willingness to ask questions when necessary and quickly admit the need for help.
  • Highly motivated with a strong record of academic and professional achievement.
  • A passion to build a career in the development and investment side of the real estate business.
  • Results-oriented/ problem solver. Self-motivated/ organized.
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Attention to detail and problem-solving skills.
  • Strong organizational and planning skills.

 

AMERICANS WITH DISABILITY SPECIFICATIONS

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

 

WORK ENVIRONMENT

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time.

The noise level in the work environment is usually moderate.

 

 
 

Experience


2+ to 5 years


This job is no longer active.

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