1.
JOB
DESCRIPTION
Job
Title:
Contract
Administrator
Reports
to:
Project
Manager/Project
Executive
Direct
Reports:
N/A
Revision
Date:
7/15/15
Department:
Operations
Job
Overview:
Support
and
consistently
reinforce
Coastal’s
Core
Values,
acts
as
the
project
liaison
between
Coastal
and
the
owner,
and
between
Coastal
and
their
subcontractors,
and
is
the
on-­‐site
office
coordinator.
Responsible
for
all
phases
of
subcontract
administration,
including
subcontract
package
preparation,
maintenance
and
execution,
and
tracking
and
expediting
procurement
and
delivery
of
insurance
submission
per
contract
agreement.
Coordinates
and
synchronizes
multiple
complex
projects,
manages
priorities,
manages
internal
and
external
customer
expectations,
meets
deadlines
and
delivers
results
in
a
fast-­‐paced
environment
while
working
independently
and
in
a
team
first
environment.
Essential
Duties
/
Responsibilities:
• Answers
telephones.
• Maintains
and
organizes
project
specific
shared
files
and
all
project
specific
correspondence.
• Orders
office
supplies
and
equipment.
• Tracks
and
reports
biweekly
time,
status
changes
and
additional
HR
forms
in
accordance
with
HR
policy.
• Prepares
contract
change
notices
as
delegated
by
Project
Manager,
Project
Executive
or
VP.
• Prints
and
prepares
monthly
reporting
for
Project
Manager/Project
Executive
as
deemed
necessary.
• Prepares
and
tracks
execution
of
contract
change
management
documents
(change
order
requests,
owner
change
orders,
and
commitment
change
orders).
• Administers
and
maintains
Sage
database
to
include
but
not
limited
to:
change
management,
project
specific
vendor
database,
contact
database,
RFI,
submittal,
and
meeting
minutes.
• Compiles
all
documents
necessary
for
subcontracts,
purchase
orders
and
commitments.
• Issues
Field
Commitments.
• Tracks
and
administers
all
vendor,
supplier,
and
subcontractor
insurance.
• Tracks
monthly
invoices
and
payment
deadlines.
• Assists
Project
Manager
with
monthly
Owner
AIA.
• Assists
the
Project
Engineer
and
Superintendent
when
required.
• Opens
and
closes
monthly
subcontractor
draws.
• Releases
payments
to
subcontractors
and
vendors.
• Processes
check
requests
including
routing,
approval,
etc.
• Obtains
approval
for,
codes,
and
authorizes
(first
tier
authorization)
monthly
invoices
(Subcontractors
&
Vendors).
• Tracks
Notices
to
Owners
&
processes
Lien
Releases.
• Reviews
and
processes
claims/liens
filed
on
project;
procures
Satisfactions.
• Assists
Safety
Manager
in
the
collection
of
Safety
documents
(STP
Plans).
• Assists
in
obtaining
visitors
release
forms.
• Assists
Safety
Managers
in
the
completion
Safety
forms,
should
an
accident/incident
occur.

2. Job
Description:
Contract
Administrator
Revised
Date:
7/15/15
Page:
2
• Assists
Project
Manager/Project
Executive
in
the
collection
and
compilation
of
all
closeout
documents,
including
insurance,
warranty,
QA/QC
documents,
final
Change
Orders,
etc.
in
accordance
with
project
specific
contract
specifications.
Education
/
Experience:
• Bachelor's
degree
or
5
years
of
experience
working
in
a
construction
environment.
Knowledge
/
Skills
Required:
• Ability
to
read
and
interpret
general
business
documents,
periodicals,
and
technical
and
procedure
manuals.
• Ability
to
write
reports,
business
correspondence,
and
instructions.
• Familiarity
with
contract
terms
such
as
terms,
termination
for
convenience,
warranties,
etc.
• Proficiency
with:
-­‐ Sage
300
-­‐ pVault
document
management
-­‐ Textura
-­‐ Adobe,
Bluebeam
-­‐ Microsoft
Office
suite
-­‐ PlanGrid
-­‐ MS
Office
suite
• Typing,
Internet
browsing
skills.
• Excellent
written
and
oral
communication
skills.
• Strong
organizational
skills
and
detail
oriented.
• Ability
to
work
in
a
dynamic
fast-­‐paced,
team
oriented
environment
demonstrating
attention
to
detail,
understanding
irregular
hours,
and
displaying
sensitivity
to
confidential
matters.
• High
energy,
self-­‐motivated,
and
able
to
complete
defined
tasks
with
minimal
supervision.
• Ability
to
offer
appropriate
direction
within
the
confines
of
the
day
to
day
operations
per
defined
policies
and
procedures.
• Experience
in
contracts
and
negotiations
preferred.
The
above
statements
are
intended
to
describe
the
general
nature
and
level
of
work
being
performed.
They
are
not
intended
to
be
construed
as
an
exhaustive
list
of
all
responsibilities,
duties
and
skills
required
of
personnel
so
classified.