Support PDF,DOC,DOCX,TXT,XLS,WPD,HTM,HTML fils up to 5MB
Years of Experience
Date Last Verified
Contract Administrator The candidate will support construction contract administration and manages the storage and transmission of project documents produced by IPS Construction’s clients, vendors, subcontractors, and consultants. This will include coordinating the flow of technical documents, drawings, specifications, calculations, reports, submittals, contracts, purchase orders, and change orders. Duties also include preparing, organizing, examining, analyzing, and revising contracts that involve the purchase or sale of goods (equipment, materials, supplies, products, etc.) or services. Ensure compliance with corporate document conventions, including numbering and approvals. Ensure compliance with project-specific document standards, including numbering, approvals, distribution lists and quality assurance requirements. Oversee the preparation and revision of contracts that involve the purchase or sale of goods and services. Expedite the review, approval, and distribution of supplier and internally produced project purchase orders and subcontracts; track authorizations and correspondences. Maintain an audit file for each contract which will include original contract, all correspondences, changes/deviations, amendments, clarifications and payment schedules. Establish and maintain paper and electronic files for assigned projects in accordance with corporate requirements. Ensure contract execution is in accordance with company policies. Support work with Corporate Counsel and legal department to develop client and subconsultant AIA contracts utilizing AIA ACD5 software. Assist with answering and fielding incoming phone calls to the department; take messages, forward calls, and take steps to resolve issues without interrupting a manager or department member. Assist with maintaining the calendar and schedule of managers. Attend and take meeting minutes when appropriate. Schedule meetings, conference calls and appointments. Book meeting rooms and reserve necessary equipment. Set up outside catering for meetings as necessary. Assist with sorting and distributing incoming mail, faxes, FedEx/UPS packages, and prepare outgoing correspondences and packages. Assist with managing and booking travel arrangements for departmental staff as necessary: Schedule airline, rental car and hotel accommodations using corporate travel website and/or airline direct sites. Assist with managing the approval process for departmental expense reports (review & quality check). Assist with maintaining departmental vacation schedule. Assist with maintaining evacuation plan for the department (for Arborcrest Building Evacuation). Complete assigned project work in a timely manner with little to no errors. Special projects as assigned.
Qualification and Experience
The candidate must have 5 years of document control experience in the Architecture / Engineering / Construction industry (A/E/C). Must be able to work in a team environment and needs to work hand in hand with the Administrative Assistant to balance the Administrative Assistant’s workload as needed. Must have demonstrated proficiency in Microsoft Office; Word, Excel and PowerPoint. Knowledge of AIA software is a strong plus. Must be able to support a department of 15+ personnel. Paralegal experience is considered a plus.
Company infoHiring Coordinator