Contract Administrator

2 weeks ago

Tucson, Arizona, United States AAA Landscape Full time
Job Summary

We are seeking a highly skilled Contract Administrator to join our team at AAA Landscape. The successful candidate will be responsible for overseeing the progress, budgets, and reporting of each project, as well as maintaining project records and updating customer files.

Key Responsibilities
  • Prepare all contract documentation proposed by the Division, including estimates and contracts.
  • Verify accuracy and prices of all content, and review and approve or recommend denial or satisfactory alternatives for any subsequent changes proposed by the Client.
  • Enter all pending proposals into Timberline Change Requests and assist with follow-up and updates.
  • Enter Timberline Schedules of Values for billing, and continuously compare contract documents to the dollar amounts entered in Timberline and resolve any deviation.
  • Organize and prepare billing documentation, ensuring all contract activity is billed and that no work goes unbilled.
  • Coordinate billing interface with the Timberline system, manage change order process, and follow up with relevant parties.
  • Drive the timely collection and accurate completion of all departmental documents required of staff within the department.
  • Assist in preparing and maintaining any documentation needed for collection purposes.
  • Ensure job Profit & Loss Statements are not over or under valued as a result of inaccurate job costing.
  • Manage new job setup in Timberline and Workspace, and maintain complete customer and other departmental files.
  • Assist Division Manager in administrative duties and act as administrative liaison between customer and the Company.
  • Work with operations and field personnel to create a seamless flow of information to and from the field to the client.
  • Complete paperwork and update worksheets and reports related to division activity in a timely manner based on job cost data.
  • Manage Work Hours Report for weekly meetings and ensure hours are not allocated incorrectly or overstated.
  • Field customer calls to gather requirements and preferences for projects and forward to appropriate party.
  • Receive and respond to customer complaints, exercising discretion and judgment to resolve customer or departmental issues, and/or work with management to achieve resolution.
  • Accumulate data for use in marketing and accounting procedures, and maintain complete and accurate mailing list of customer information.
  • Maintain keen awareness and provide candid feedback on customer relationship and the customer's perceptions of the product and service being provided, to maximize customer retention.
  • Stay aware of Best Practices, develop and recommend improved work methods and standards.
  • Work with Irrigation Division on keeping Backflows current, and work with Field to ensure all Blue-stake on all projects have been issued prior to field digging.
  • Ensure all subcontractors have a Master Subcontract Agreement in place with current insurance certifications, and issue work authorizations for any and all subcontractors who perform labor work for the divisions.
Key Performance Metrics
  • Contract language and risk mitigation
  • Job close-out accuracy
  • Retention collection
  • Change order tracking
  • Accurate reporting for billing
  • Meet established target dates for all ongoing responsibilities and assigned tasks.
  • Accuracy in all communication and records.
  • Accuracy of data, reports and other work product.
Success Behaviors
  • Tenacity
  • Thoroughness and attention to detail
  • Excellent organizational skills
  • Excellent communication skills, verbal and written
  • Thorough understanding and working knowledge of contractual legal language
  • Results and action oriented
  • Profit driven – seeks ways to cut costs and improve efficiency
  • Effective problem solving skills
  • Performs and demands excellent quality in work
  • Service and teamwork oriented
  • Customer centered and focused
  • Focus on learning and self development
  • Technically competent and skilled
Minimum Qualifications
  • Bachelor's degree preferred
  • A minimum of 3 years relevant experience in Landscape Industry
  • Keyboard and data entry skills
  • Strong knowledge of basic business accounting procedures
  • Strong knowledge of computer applications (Microsoft Office Suite, Timberline)
  • Clean Driving Record is a must
  • Ability to work evenings and weekends on occasion as needed

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