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Primary Purpose:
The Contracts Administrator has the main responsibility to conduct functions associated with contract management systems to ensure proper project documentation is created, shared and maintained throughout the life of the project.
Duties and Accountabilities:
-Participate in Project Kick Off meetings to become knowledgeable regarding specific project requirements including proper assembly of required contract exhibits.
-Process equipment Purchase Order (PO), PO modification, Construction Service Agreement (CSA), Subcontract and Subcontract change order requests from Project Team via entry into Penta Accounting System.
-Produce, provide to vendor/sub and track receipt of all equipment PO/CSA/Subcontract documents and associated Exhibits.
-Review all returned executed documents/certificates of insurance to determine if any changes were made to the original document/requirements by the vendor/sub, and if so convey received information to be accessed by appropriate departments (i.e. Legal, Risk Management).
-Initiate accurate tracking of committed cost via invoice routing and approval as needed via the Paperless routing system.
-Indicate receipt of properly executed documents and acceptable COIs by updating the document status as active in Penta, index documents in Paperless filing system and upload to the appropriate folder in the Egnyte file sharing system.
-Enter all approved certificates of insurance (COIs) received by vendor/sub or Risk Management into Penta Subcontract module as well as print weekly reports (or as needed) to determine and notify vendor/sub of upcoming policy expiration dates.
-Update Project Teams Procurement Log to create an accurate recap of all committed cost to hit the job
-Communicate regularly with the Project Team through monthly meetings to ensure all documentation has been completed and processed
-Create and organize folders within the Procurement folder on Egnyte
Knowledge, Skills, and Abilities:
-High school diploma or equivalent required.
-Additional related experience (architecture, engineering or construction) or relevant business training required.
-Excellent written and oral communication skills are required.
-High level of organizational skills to successfully multitask in a fast paced environment.
-Must have the capacity to work independently and exercise judgment, constantly reprioritizing to deal with interruptions stemming from potentially more urgent requests.
-The ability to identify contract requests with variations or exceptions and determine appropriate course of action is crucial.
-Analytical and problem solving skills, speed, accuracy and high attention to detail are essential, as is delivering superb customer service both externally and internally.
-Legal, paralegal or contract related experience is an advantage.
-Attention to detail, advanced organization skills and follow through is required.
-Proficiency in Microsoft Office Software required (Word, Excel, Outlook, etc.)
-Computer savvy with ability to learn and use software systems to carry out document control functions as required. (Penta/Paperless Software +.)
-Ability to adjust procedures and processes as instructed, with little daily supervision.
-Construction project or document control experience is preferred.
Bernhard is an equal employment opportunity employer. It is Bernhards policy to recruit, test, hire, promote, transfer, compensate, train, grant leave, and terminate based on merit and business needs, and without regard to race, creed, age, color, ancestry/national origin, sex, genetic information, pregnancy, marital status, religion, sexual orientation/sexual identity, disability, citizenship status, veteran status, or other basis prohibited by law.
