Full Job Description
DO NOT APPLY IF YOU DO NOT HAVE ANY CONSTRUCTION CONTRACT ADMIN EXPERIENCE. WE ARE SEEKING ONLY EXPERIENCED CANIDATES.
JOB DESCRIPTION: CONTRACT ADMINISTRATOR
The Administrative reports directly to the Manager and Project Managers.
RESPONSIBILITIES AND DUTIES
ADMINISTRATIVE
1. Receive and direct all in-coming calls. Has telephone covered at all times from 8:00 AM to 5:00 PM, Monday through Friday.
2. Prepare packages for UPS and Fed-Ex to pick-up.
3. Assist with faxing, typing, and photocopying as needed.
4. Maintain, update and distribute company wide, lists of phone numbers.
5. Keep the kitchen area clean and coffee made throughout the day
6. Order office supplies as needed.
7 Assist PM and help process Monthly Progress Payments for Public Projects.
8. Process Billings for Review Monthly Progress Payments for Private Projects. PM and Manager to review prior to submittal to Owner.
9. Responsible for maintenance of all project files daily. (including subcontract files, change order and claim files).
10. Organize and maintain archives to include the following: plans and specifications (boxing up old and tag current for easy identifications)
11. At job closeout, responsible for storage of project files (including plans and specs) for storage and update archives.
12. Process and Code Timecards for Review. PM’s to review before going to Payroll.
13. Process and Code Invoices for review. PM’s to review before going to Accounts Payable.
14. Maintain, Process, Track and Procure Truck Driver Mileage Reporting and Licensing requirements. Assist Lowboy Drivers in procuring Permits for Heavy Hauling for DOT Agencies.
BIDDING RESPONSIBILITIES
15. Order plans and specifications as requested by PM/Estimator.
16. Assist PM/Estimators in coordinating bid procedures, including ordering bid bond, completion of bid proposal forms per document instructions.
17. Assist PM/Estimators with solicitation of quotes, creating and updating bid estimate spreadsheet, and coordinating the delivery of the bid on schedule.
18. Responsible for gathering information on insurance policies required for projects that are bidding.
19. Responsible for organizing and filing “bid files” that were not awarded. These files may be destroyed with the authorization of the PM or Manager.
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