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Purchasing Contracts Administrator

1 month ago

Santa Clarita, United States Williams Homes Full time
Description:

Williams Homes is a privately held homebuilder based in Southern California. Williams Homes was founded in 1997 and built on the principles of integrity, trust, and partnership. Over the past 10 years Williams Homes has been consistently entering new markets such as Central Coast, CA, Montana, Idaho, Texas and this year Sacramento, CA and the High Desert, CA. An advantage of being a nimble and entrepreneurial family-owned company with our size and resources is that we can be in various markets. It's Williams Homes love for building that has resulted in the successful creation and delivery of numerous homes and new home communities, while making the American dream a reality.


We believe that home building is and always will be a fundamentally great business. Lance and Sadie Williams are committed to the long-term success of the company and to the employees. The most important assets in our company are the people that come to work at Williams Homes every day. Williams Homes has a culture where WE ARE Williams Homes and work as a united team. We celebrate successes together and we work thru losses together. Becoming a Williams Homes employee, means becoming a Williams Homes family member.


THIS IS NOT A REMOTE POSITION. LOCATED IN OUR HQ OFFICE IN SANTA CLARITA, CA.


SUMMARY/OBJECTIVE:

The Purchasing Contracts Administrator performs administrative duties to support the Purchasing department, including but not limited to administration of contracts, process and procedures, budgeting, tracking, and vendor relations for Division level Purchasing.


ESSENTIAL JOB DUTIES:

  • Create, process, track, and maintain all required purchasing contract documentation through duration of construction projects including award packages, price changes and field extras.
  • Maintain lot budget revisions by project in Newstar.
  • Process contract packages: contracts, scope of work, pay schedule, OCIP form and CalStrs (if applicable).
  • Request and verify insurance documents to input into Newstar, Insurance Tracking System, and enroll into OCIP (if applicable).
  • Maintain construction contract vendor logs with all pertinent data: insurance, W9, and contractor licenses.
  • Manage and release purchase orders for base house to the Vendor Portal per construction phase.
  • Vendor Portal support for subcontractors, i.e. issuing logins, vendor access and uploading project documents
  • Establish and maintain current manufacturer maintenance and care instructions per project for Warranty dept, saved to SP.
  • Notify Subcontractors and Superintendents when the sequence sheet has had any changes.
  • Process change-orders: obtain necessary approvals, verify correct codes, ensure quality control of change orders, etc.
  • Track and file award packages, price changes, executed contracts/price schedules and vendor files in Sharepoint.
  • Coordinate with Accounts Payable for any invoice related issues/concerns.
  • Scrub lots by phase/project and send and track NOC to vendors for base house.
  • Send and track NOC's (Notice of Completion), after the completion of each phase, revise purchase orders as needed.
  • Upload and revise documents on vendor portal and Sharepoint as needed (standards and options book, model disclosures, etc).
  • Track utility and manufacturer rebates.
  • Frequent communication with Trade Partners, Sales, Construction, Project Management, Escrow, Warranty and Accounting.
Requirements:

EDUCATION, KNOWLEDGE, SKILLS AND ABILITIES:

  • High School Diploma required.
  • 2-3 years prior contracts experience with multi-phase, multi-million-dollar design and construction projects.
  • Knowledgeable about the construction industry.
  • Ability to work with varying seniority levels, including staff and managers.
  • Strong analytical and organizational skills
  • Proficient knowledge in MS Office Suite, Adobe, DocuSign, and able to learn and master company CRM.
  • Detail oriented and highly organized.
  • Requires the ability to work while functioning under the pressure of problem solving and managing time sensitive deadlines.


DISCLAIMER: Please note this job description is not designed to be a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employee may be asked to perform other duties as assigned. Williams Homes is an Equal Opportunity Employer.


Williams Homes, Inc. is not accepting unsolicited assistance from search/recruiting firms for this position. Please, no phone calls or emails. All submissions by search/recruiting firms to any employee at Williams Homes whether via email, Internet, phone call, or any form and/or method without a valid written agreement in place for this position will be deemed the sole property of Williams Homes. No fees will be paid in the event the candidate is hired by Williams Homes as a result of the referral.




Compensation details: 30-35 Hourly Wage



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