Construction Contracts Administrator

Job Description

Provide support to ensure the day-to-day success of the VP - Construction, Construction Department, EVP/Head of Development, and the Development Department.

JOB REQUIREMENTS: 

• • At least 5 years’ experience preferred in delivering Executive level support in real estate or construction and/or providing construction administration support.
  • Must be proficient in using word processing, spreadsheet, presentation graphics, electronic mail, calendar, web browser, and contact management applications.
  • Must excel in supporting Executive level written and phone communications, including all confidential communications.
  • Must be proficient in business procedures including use and operation of office equipment, filing, and retrieval systems for business documents.
  • Must have strong interpersonal skills, as well as the ability to interact with all levels of employees and vendors using poise, tact and diplomacy in sensitive and confidential situations.
  • Must have a strong work ethic, a high energy level, and be proactive and detail oriented. The ability to manage time effectively and prioritize tasks is required.
  • Must display strong Executive support, problem solving and analytical skills to gather and summarize data for reports, find solutions to administrative problems and prioritize work.
  • A bachelor’s degree is preferred with emphasis on business, real estate, construction, and/or computer related courses. Alternatively, equivalent knowledge gained through experience.
  • Physical requirements involved sitting to perform general office work at computer, and mobility between departments or office area to facilitate work.
  •  No routine travel is required for this position.  Local area travel may be required.

JOB RESPONSIBILITIES:

1)  Support the Construction Department/Contract Administration/Executive Support (70% of Time):

• Maintain electronic and hard copies of project files and logs.
• Review contracts for compliance, including pay requests and closeout documents, and follow-up with vendors to obtain necessary documents.
• Track and monitor projects and record updates.
• Prepare Invitations to Bid / Request for Proposals, Bid Summary, Contracts, Contract Amendments, and written project correspondence.
• Route invoices for approvals and payments using accounts payable system.
• Arrange travel and submit expense reports for team members.
• Assure adherence to corporate information management policies.
• Schedule and organize activities such as meetings, travel and conferences.
• Prepare record keeping including invoice payment, check requests, expense reports and corporate credit card expense documents.
• Prepare documents for execution and distribution after execution.

2)  Provide general administrative support to the Real Estate Operations Departments, including Asset Management, Lease Administration, and Property Management (25% of Time).

3)  Support other departments as needed, including Marketing and Accounting (5% of Time).

EOE/MFDV