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Search for Jobs by John Barto

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Construction Contracts Administrator (Construction & Extraction)
Fort Lauderdale, FL 33301
Recruited by: John Barto | Managing Partner | Custom Executive Search See all my Jobs

  • Hiring Company: CES Inc.
  • Industry: Construction & Extraction
  • Compensation: Depends On Experience
  • Expires: Jun 23, 2019
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Interested?    Give us a call    781-405-6889

Job Description

The Contract Administrator is responsible for assisting Project Managers and Site Staff with all Project Documentation including but not limited to Contracts, Purchase Orders, Project Plans, Submittals, Shop Drawings, Payment Requisitions, and Lien Releases as well as ensuring the company has obtained proper documentation from all project participants. This position also has responsibility for general administrative support in the company’s Ft Lauderdale Construction Office.

Summary of Essential Functions:

Prepare and distribute contracts/purchase orders and attendant documents to Subcontractors and Suppliers for company projects.
Enter contract information into the accounting system (Yardi) as well as monitor contract changes and update the accounting system accordingly.
Create and maintain a contractor/supplier log and update regularly.
Contact subcontractors for any outstanding contract and insurance items needed or that do not meet company specifications.
Ensure that documents are properly executed.
Distribute Checks and collect proper lien releases
Communicate with Project Manager, Project Executive, Site Staff, and Subcontractors/Suppliers regarding missing contract and insurance items.
Distribute Tax Exempt forms, as necessary.
Ensure all contract documents are stored according to company policy and procedures and maintain detailed and organized files.
Ensure that the subcontractor/supplier is in compliance with required insurance coverages.
Answer general phone inquiries using a professional and courteous manner and direct them to the appropriate staff members
Reply to general information requests with the accurate information
Greet clients and visitors to the organization in a professional and friendly manner
Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.
Sort incoming mail, faxes, and courier deliveries for distribution
Prepare and send outgoing faxes, mail, and courier parcels
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Provide secretarial and administrative support to management and other staff
Prepares and submits Payment Requisitions and backup documentation to the Project Accountant and Project Manager for the draw to the Owner. Reviews Payment Requisitions and backup documentation from the Subcontractors and Suppliers
Responsible for all buyer correspondence and calls
Assists Project Manager with tasks as needed.


Education and/or Experience
-Minimum of 3 years experience as a Contract Administrator
-Bachelors degree in Business Administration or Accounting in addition to prior experience is a plus.

Knowledge/Skills Requirement(s): Strong analytical and computer skills.

Strong oral and written communication skills.
Ability to deal effectively with all levels of management.
Knowledge of ProCore Software and Yardi Software is a plus but not required.
Ability to read, write, understand, and communicate in English. Full professional proficiency in English and Spanish preferred.
Ability to use a personal computer
Proficiency in the use of email, Microsoft Word, and Excel with the ability to learn and effectively navigate various software systems used internally.
Ability to use general office equipment, such as telephone, fax machine, printer, and copier.
Excellent customer service and interpersonal skills; ability to relate to others.
Professional verbal and written communication skills.
Strong organizational and time-management skills.
Must be proactive, self-directed and highly motivated
Interested?    Give us a call    781-405-6889