Senior Contracts Administrator

Summary

The Senior Contracts Administrator is responsible for providing accurate and timely support to both the Contracts Manager and the Project Leadership team by creating, reviewing, finalizing contract documents, managing procurement of materials, and verifying subcontractors' activity.

Roles and Responsibilities

The Senior Contacts Administrator will possess competency in the following areas to perform in a safe, productive, and effective manner. Note that the areas listed are intended to describe the general nature and level of work being performed by co-workers assigned to similar positions. They are not intended to be an exhaustive list of all the responsibilities, skills, efforts, or working conditions associated with this job.

• Prepares, reviews, and maintains purchasing and contract documentation, including requisitions, purchasing agreements, purchase orders, invoices, and supporting records
• Tracks purchasing and subcontract requirements from initial requests through resolution, keeping logs and document management systems accurate and current
• Coordinates with Purchasing, Contracts, Operations, project personnel, and other departments to obtain required information, approvals, and documentation
• Communicates with vendors and subcontractors about document status, purchasing requirements, commitments, and discrepancies
• Reviews purchasing and invoice records for completeness and consistency with applicable agreements, purchase orders, and supporting documentation
• Investigates documentation, procurements, and payment discrepancies; coordinate solutions within established authority and escalate unresolved or approval-dependent matters
• Prepares reports and maintains records that support purchasing decisions, contract administration, and payment processing
• Maintains professional working relationships with internal teams, vendors, and subcontractors

Requirements

The Senior Contracts Administrator will possess the knowledge, skill, and/or ability in the following areas essential to perform the functions of the position.

• Bachelors degree and 8 years’ related experience or equivalent combination of education and experience and/or similar training; or equivalent combination of education and experience
• Proficiency with computers and Microsoft software programs such as Blue Beam, Adobe, Word, Excel, Outlook, Box, Document Management Systems; other related business software is beneficial
• Strong communication skills, both oral and written
• Must possess strong customer service skills

The following competencies are needed to successfully perform this job:

• Ability to read, organize, and interpret legal documents such as contracts, warranties, guidelines, instructions, and procedure manuals
• Ability to prepare contract correspondence
• Ability to work with and understand instructions from field supervision, subcontractors, suppliers, engineering, quality, purchasing, and project leadership
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals
• Ability to calculate rates, ratios, and percentages
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and co-workers
• Ability to apply common sense understanding to connect construction work packages and lookaheads to material, equipment, service, and documentation requirements
• Ability to independently resolve problems involving Contract and Legal document issues