Construction Contract Administrator

CONTRACT ADMINISTRATOR

The Contract Administrator position at Guardian Access Solutions will be responsible for reviewing, submitting, and preparing all documents related to contracts and financial agreements with clients to ensure the successful execution and close-out of construction and installation projects.

KEY RESPONSIBILITIES:

• Directly responsible for maintaining and updating all contract and project files for financial records, progress billing, change orders, insurance coverages, certificates, licenses, job-specific documents, client, and billing information, and all associated documentation related to contracts.
• Directly responsible for project-specific contractual matters to ensure successful project onboarding, including the preparation of documents to deliver a comprehensive project folder to the Operations Team.
• Ensures project close-out items such as product training, manuals, warranty letters are issued are completed per contractual requirements.
• Responsible for the A/R for all contracts and the Aging reports for all contracts.
• Oversees and manages 3rd Party billing portals for progress billing and submittals of all required project documentation as required.
• Monitors and tracks retainage for all contracts.
• Issues Company Certificates of Insurance, W-9, and works with owner-controlled insurance programs (OCIP) and other contract-related documents for clients.
• Demonstrates the willingness and ability to complete classroom and online training for certifications and maintain certifications as required by the Company.
• Meets deadlines on multiple jobs and projects for progress billing and billing-related submittals.
• Understands budgets and job cost summary reports and distributes these reports to Project Managers.
• Enters job-related data and information in the Company Project Management Tools.
• Oversees the setup of new jobs.
• Assists with project management as needed.
• Provides administrative management support of all project billing platforms.
• Promptly establishes and takes a frontline approach in direct client engagement upon project close; to mitigate, complete required tasks, or direct efforts where needed to ensure all expectations are met.
• Directly responsible and/or assists and/or projects specific contractual matters for project onboarding.
• Works directly with insurance carriers for issuing certificates of insurance naming additional insured parties or calculates owner-controlled insurance program deducts.
• Initiates ERP job creation and establishes contractual schedule of values and invoices in general contractors' billing system based on percentage of project completion as well as accounts for any project change orders.
• Works with the Project Managers to complete the entire submittal process, including shop drawings, material specifications, safety plans, etc.
• Facilitates coordination and best practice information sharing with all local offices, as needed, throughout the project's lifecycle.
• Meticulously maintains all project file documentation in precise form.
• Portrays strong leadership and customer service skills and collaborates seamlessly within a team setting.
• Regular and punctual attendance at work and provides appropriate flexibility.
• Adherence to safety guidelines and policies.
• Other job-related duties as assigned.

QUALIFICATIONS:

• Minimum of 2-3 years of experience in construction billing.
• Industry experience in Access Control, Gate Systems, Overhead Doors, Parking Controls/Integrations, Service Department, or general Construction experience is preferred.
• Must be able to work with others and maintain strong relationships, including accounting departments of our clients, in a fast-paced environment.
• Must be able to work with the internal Operations and Project Management Teams on a daily basis to ensure the accuracy of job-related documents and information.
• Must be detail-oriented, have professional communication skills, be dependable, and possess the ability to apply critical thinking to complex problems in order to maximize project success.
• Must have a basic understanding of accounting and accounting functions.
• Must have the ability to read and follow specific instructions for all contracts and financial agreements.
• Must have the ability to track client and employee correspondence and keep detailed notes in the internal ERP systems.
• Ability to lift 70 pounds on an occasional, but necessary basis.
• Must possess and maintain OSHA knowledge.
• Must have general insurance knowledge including, but not limited to, coverage requirements, EMR ratings, etc.
• Experience with Microsoft Office Suite, general office equipment, and a multi-line phone system is required.
• Experience with Sage 100 Contractor is preferred, but not required.
• Experience with Textura is preferred, but not required.
• As a condition of employment, employer will conduct a background check and drug screen prior to hire.
• Valid Driver's License with a clean driving record.
• Ability to understand, speak, and write English.

EDUCATION AND CERTIFICATIONS:

• High School diploma, GED, or equivalent.

BENEFITS:

Full-time employees eligible to participate in benefit programs including medical, dental, vision, and voluntary life insurance options. Basic Life/AD&D, Short-Term Disability, and Long-Term Disability available at no cost to Full-time employees after the benefit waiting period.

ADDITIONAL INFORMATION:

• Compensation Range: salary, based on experience.
• Position Hours: 8am-5pm EST.
• Position is full-time and onsite.
• PTO/Holiday pay provided.
• Weekly payroll.
• Employee Recognition Programs.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk, hear, and interpret directions. The employee frequently is required to use hands or fingers with appropriate dexterity. The employee is required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

WORK ENVIRONMENT:

Work is performed in a fast-paced office, attached to a warehouse setting with frequent interruptions. Occasional need to travel to other locations as necessary.

OTHER:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an 'at will' relationship.

GUARDIAN ACCESS SOLUTIONS WILL NOT SPONSOR APPLICANTS FOR WORK VISAS FOR THIS ROLE.

This job description is not intended to be a comprehensive list of duties or standards of the position. Additional tasks may be assigned and the scope of the job may change as necessitated by business demands. Applicants are advised that false statements or omission of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed.

Guardian Access Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.