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Contract Administration Professional

4 months ago

Old Saybrook, United States DEF Services Group, Ltd Full time

At D/E/F Services Group, Ltd we love to build. Since our inception in 1999, we have crafted our company to be the contractor of choice for design / build & general construction services in the fields of Mechanical, Electrical, Plumbing, HVAC, Low Voltage & Carpentry. Do you enjoy working with a team that likes to win? Do you want to learn, grow & build your value? Are you the type of person who takes responsibility? Are you consistent in your workmanship? Do you feel like you can do more? With our Core Values, D/E/F Services Group could be the place for you.

**The Value of One Benefits Package**:

- Medical, Dental & Vision Insurance with Employer Contribution
- Ancillary Insurance Options such as Life Insurance, Short-Term, and Long-Term Disability
- D/E/F Days which provide 6 days off per year in additional to the 6 federally recognized holidays.
- Family Medical Leave & Paid Time-Off after accrual.
- Local & National Retailer Discounts

**Essential Traits for Success**:

- Establishes priorities and has a can-do demeanor.
- Review prime contract Hot Sheets or highlights sections from PMs for admin and accounting requirements, prepare project documents to confirm compliance requirements, including flow-through compliance needed within these documents for subcontractors and vendors POs.
- Prepare the documentation necessary for project manager’s review of the commencement and completion of a project to include Certificates of Insurance (COI), entering of the Schedule of Values as prepared by the project manager, Lien Waivers, Substantial Completion, Warranty letters. Also, verifies OSHA certs and certified payroll docs for subcontractors.
- Resolve deficiencies by using standard procedures or returning incomplete documents to the proper party for resolution per the project managers.
- Enter and verify project manager approved and signed change orders including supporting documents and add to the change orders to new line on the AIA for invoicing. Notify payroll processor of new CO AIA line items to be exported to FieldEase for employee time tracking.
- Monthly monitoring and reporting of all contract compliance requirements, including CHRO and minority reporting documents. This will be for both DEF and our subcontractors on a project.
- Conduct project closeout procedures for contract compliance which may include reports, checklists, finalization of billing, warranty management, and review with Finance/Accounting Manager.
- Accounts Payable & Receivable - Entering invoices & statements related to construction projects as needed.
- Reconciliation of departmental revenue to confirm costs have been captured and invoicing has occurred for each job/contract.
- Maintains operations by following policies and procedures and reporting possible needed changes for efficiency and to improve information flow.
- Maintains and protects operations by keeping information confidential.
- Contributes to team effort by accomplishing related results as needed.
- Tax exempt forms - verify we have requested tax exempt forms per contract (including new construction jobs) from GC/CM/Owner. Save forms in ComputerEase and send to the PMs as well as to our vendors (subs and suppliers).

**Contract Administration Professional Qualifications & Skills**:

- Strong organizational skills, attention to detail and able to consistently follow written processes and procedures.
- Excellent analytical skills and able to identify problems.
- Task-oriented and results driven.
- Proficient data entry and reporting skills
- Strong written and verbal communication skills

**Education and Experience Requirements**:

- Associate degree or greater preferred
- 3-5 Years in the Commercial Construction or related industry
- Proficient in the Microsoft Office suite and Adobe Creative suite
- Understanding of construction related computer software programs such as ProCore, ComputerEase and Service Titan is beneficial but not necessary.