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Construction Contract Administrator/Administration

Tukwila, WA 98178

Industry: Professional Job Number: 66414

Specialty subcontractor doing abrasive blasting for over 18 years is seeking a Contracts Coordinator/ Administrative Assistant to join the small and friendly team in the field of commercial, government/municipal, industrial and residential projects. 

This position is responsible for maintaining accurate and up-to-date information and information on all projects.  This will be achieved by maintaining constant communication with the principal, staff, customers and vendors.  There is never a dull moment so we need a motivated and effective team that can work together, enjoys wearing many hats and will learn quickly and grow with our burgeoning business!  

 

Responsibilities include:
  • Review and analyze contracts from compliance, risk, and business perspectives and escalate issues as needed.
  • Provide support in contract administration capacity to CFO/Account, Project Manager, and Estimators as needed.
  • Review contracts for critical information such as performance dates, amounts, invoicing and payment terms, local sales tax, prevailing wage rates, and bonding requirements.
  • Provide job related documents as necessary, typically COI' s, W-9' s, bonds and safety information.
  • Project documentation closure.
  • Contribute to the development of best practices related to contract review, acceptance and risk management.
  • Submit pre-lien notices and track due dates for Liens.
  • Review Owner Contract and Subcontract and prepare synopsis that includes safety requirements, preliminary information, payment requirements and anything additional for project team and accounting.
  • Assists department staff with various contract related projects and handles all administrative aspects of contract processing.
  • Updates; maintains, and ensures the accuracy of an internal contract information database
  • Ensure all project files are in order before project start per company procedure.
  • Ordering and tracking of bonds for public works projects
  • Fill out, submit and track prequal documents
  • Provide job related develop and maintain a highly organized filing system for correspondence and other records, create and maintain files; process documents to maintain updated files and records
  • Ability to prioritize and agilely complete tasks in a shifting environment.
  • Provide sound business judgement.  Hold yourself and others to a high ethical standard while maintaining confidentiality.
  • Create spreadsheets and presentations and analytical reports
  • Ability to learn multiple web-based software systems
  • Ensure personnel and new hire records are up to date at all times using Bamboo hr web-based software
  • Keep OSHA 300 logs up to date and upload to various reporting systems.
  • Create SOP’ s and training materials
  • Coordinate with IT support on all office equipment
  • General support to visiting clients and client calls

 

The successful candidate:
  • Understands, enjoys and is interested in construction practices, means and methods.
  • Extremely organized and detail oriented with strong analytical skills
  • Demonstrated ability to effectively manage time and prioritize tasks and ability to plan ahead.
  • Advanced written and verbal communication with professional yet personable demeanor.
  • Responsiveness and accountability
  • Able to maintain confidentiality, utilize judgement and work with minimal supervision.
  • proactive self-starter 
  • Maintain our high standard of integrity, ethics and moral conduct.

 

Qualifications: 
  • 5 plus years project and staff supervision experience in the construction industry required. 
  • Experience running multiple projects simultaneously
  • Read and interpret drawing and specifications understanding the construction process
  • Thorough understanding of MS Word, OneNote, MS Excel, MS Project and Bluebeam.  we will train eSub, Asana, Quickbooks and other software as needed.
  • Maintain a current, valid drivers license for WA state.  Have and maintain a clean DMV record.  Must possess personal automobile insurance.  Ability to drove own vehicle when a company vehicle is not available.  
  • Ability to bass a background check and drug screen.

 

MS Office, Quickbooks, Bamboo HR, eSub, Asana

Michelle Kovacich

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