Contract Administrator/Project Administrator

Company: Alston Construction
Location: Napa
Posted on: May 23, 2023

Job Description:

Job Title: Contract Administrator/Project Administrator (CA/PA)
Classification: Non-Exempt
Job Summary: Responsible for ensuring exceptional contract and project administration services and support.
Essential Duties and Responsibilities:
The CA/PA will be primarily involved with performing the following duties and responsibilities:

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• Assist Project Managers with creating Invitations to Bid (ITBs) for new projects.
  
• Assemble contract packages and change order packages to include ITBs, Proposals, Exhibits, Schedule of Values, etc. and provide a copy to the Superintendent.
  
• Assemble, copy, and distribute subcontracts and subcontractor change orders. Ensure subcontractor information in SPERS is complete and has been approved prior to sending out subcontracts. File SPERS documents. Evaluate and rate subcontractors' insurance per the SPERS process and in coordination with Risk Management.
  
• Process subcontracts, change orders and purchase orders within two business days of receipt.
  
• Prepare and maintain correspondence to subcontractors, to include plans, submittals, requests for information (RFIs), and meeting minutes.
  
• Set up and maintain physical and electronic project files.
  
• File executed contracts and change orders (physical and electronic), accurate insurance certificates, and related documentation.
  
• Enter all contracts and change orders in Timberline as pending. The CA/PA is responsible for any holds placed on contracts due to licensing or insurance non-compliance.
  
• Track outstanding contracts and change orders and notify appropriate individual(s) of delinquent documents and track documents through the office and back out to the subcontractor once fully executed.
  
• Track and handle distribution of submittals and RFIs.
  
• Coordinate requests from owners for proof of liability insurance.
  
• Collect insurance certificates from subcontractors, review for completeness and compliance, and enter in Textura.
  
• Update and maintain contact list in Prolog, including the creation of the subcontractor contact list for each project. These lists will also be incorporated into the Operations and Maintenance (O&M) Manual at the close of the project.
  
• Prepare O&M manuals.
  
• Provide point-of-contact support for subcontractors.
  
• Manage aerial photography for all projects.
  
• Assist with preparation of monthly project status reports.
  
• Assist Superintendents with set up of jobsite trailer utilities.
  
• Manage maintenance of database for project archives, including all field documents.
  
  This position will also require performance of the following duties:
  
  • 
    
  • Provide Alston Construction-related administrative support to the VP/GM.
    
  • Handle incoming and outgoing mail and couriers, incoming phone calls on the main office line, and office visitors.
    
  • Oversee office supply inventory and ordering.
    
  • Oversee maintenance of office equipment.
    
  • Other duties as assigned.
    
    Safety:
    
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    • Comply with all safety policies, report suspected safety concerns, make recommendations for enhancements to the safety program, and visibly support and uphold the company's strong safety culture.
      
    • Remain current in all company required safety training and certifications.
      
    • Acknowledge and celebrate safe behaviors and actions of others.
      
      Personal:
      
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      • Understand and work within the accepted ethical standards of the company.
        
      • Support and encourage diversity on projects and team. Visibly support and promote fair and equal treatment and opportunity for all.
        
      • Remain current in all company required training and certifications.
        
      • Stay abreast of changes in the industry, best practices, and other industry information by appropriate reading, meetings, conferences, networking, etc.
        
      • Continuously find ways to take on challenges, increase skills and capacity, and improve knowledge and performance.
        
        Education, Experience, and Licensing/Certifications:
        
        • 
          
        • High School Diploma and a minimum of 2 years of related administrative experience with a construction general contractor, including specific experience with contracts and projects administration. An equivalent combination of education and experience will be considered.
          
          Knowledge, Skills and Abilities Required:
          
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          • Strong administrative skills and proficiency in working with computers, Microsoft Word, Excel, Access and Outlook, Prolog, and Timberline.
            
          • Strong understanding of construction documents and insurance and a good overall understanding of the construction process.
            
          • Ability to work well independently with minimal supervision, as well as in a team environment.
            
          • Excellent communication skills (written and verbal).
            
          • Professional demeanor and effective interpersonal skills; ability to successfully interface with and to maintain good working relationships with clients, co-workers, managers, subcontractors, vendors, and others.
            
          • Excellent skills in organization, time management, planning, and prioritization.
            
          • Proactive and readily adaptable to changing conditions or demands and ability to work well under pressure and with tight deadlines.
            
            Physical Requirements:
            
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            • Frequently required to sit.
              
            • Repetitive use of keyboard and mouse.
              
            • Extensive reading from documents and computer. Specific vision abilities include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
              
            • Occasionally be required to walk, stand, stoop, kneel, or crouch.
              
            • Lift up to 10 lbs.
              
              Work Environment
              
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              • The CA/PA's duties and responsibilities take place in the office.
                
              • Work environment and dress is conducive to a professional office environment.
                
                Benefits:Top Tier Benefit Package, including medical, dental, vision, prescription safety glasses, short-term disability, long-term disability, life insurance/AD&D, HSA, health FSA, dependent daycare FSA, EAP, 401(k), Roth 401(k), After-Tax Roth In-Plan Conversion; paid vacation and sick time, paid holidays, tuition reimbursement, Tickets at Work, paid Identity Theft Protection (family coverage), a great place to work, and more!
                Pay Scale-$35 to $45 per hour
                

Keywords: Alston Construction, Napa , Contract Administrator/Project Administrator, Other , Napa, California