Accounting SpecialistContracts Administrator

KERR MANAGEMENT COMPANY INC; Woodburn (OR); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Benefits package

Job summary

Kerr Management Company Inc. is seeking a Contracts Administrator to manage contract documents, review routing, and ensure accurate payments and retention across projects in a dynamic construction environment.

You will coordinate with project managers, finance, and counsel to manage change orders, liens, and subcontractor agreements, while ensuring compliance with insurance and contract requirements. This role emphasizes accuracy, organization, and cross-functional collaboration.

Qualifications

• 4+ years contracts administration experience.
• Strong communication skills and ability to work with diverse personalities.
• Experience with accounting information systems or ERP software.
• Solid knowledge of certificates of insurance and basic contract elements.
• Well organized and able to multi-task in a fast-paced environment.
• Adaptable to change and able to re-prioritize tasks as needed.
• Team player who collaborates with cross-functional teams.

Responsibilities

• Facilitate distribution of customer contract documents to key personnel for review and insurance requirements.
• Track routing of contract review process and ensure timely approvals.
• Review general conditions for payment provisions and retention at project end.
• Ensure final contract versions are signed by executives and stored.
• Update contract values in Spectrum and monitor billing accuracy.
• Oversee change order processes and subcontractor changes in Spectrum.
• Coordinate liens, payroll reports, and certifications to secure payments.
• Assist with collections on contract receivables and ensure compliance with agreements.
• Educate project managers on Spectrum usage to improve project performance.
• Manage subcontractor agreements, bonds, and certifications, ensuring timely signatures.
• Set up new job numbers and maintain job setup data in accounting systems.

Skills

Contract administration

Communication skills

Accounting systems experience

Certificate of Insurance knowledge

Organizational skills

Adaptability

Prioritization

Team player

Tools

Accounting software

Job description

Responsibilities

• Facilitate the distribution of customer contract documents to key personnel for review including insurance broker (insurance requirements)
• Track routing of contract review process
• Review general conditions of the contract for payment provisions and receiving retention at the end of the job
• Ensure final version of customer contracts are signed by executive management and obtain copy & store counter-signed contract
• Ensure contract values are updated in Spectrum
• Review schedule of values to ensure we have billed correct amounts
• Oversee contract documents for milling division
• Hold project managers accountable to following the process put in place
• Be the owner of Spectrum’s (accounting software) job cost, accounts receivable, project management & project set-up Modules
• Be part of the process of educating project managers on how to use Spectrum more effectively to manage their job’s performance
• Timely invoice customers per contract agreement
• Ensure we have obtained all necessary documents to be paid by our customer timely, including:
  • a) Certified payroll reports
  • b) Lien waivers
• Manage change order process including tracking potential, pending & approved change orders – all tracked in Spectrum, this includes subcontractor change orders. Ensure they are billed timely
• Obtain copies of payment bonds from general contractors we work for
• Set up new job numbers in accounting system and ensure capturing all information needed for the new job setup sheet
• Manage outstanding bonds schedule – make sure they get closed out and price is adjusted
• Assist with collections on contracts receivable balances
• Review GC and subcontractor P&P bonds to ensure we have proper coverage
• Import awarded job information (budgets) into Spectrum from Heavy Bid (estimating department), making sure that total contract value and estimated costs tie out
• Manage paperwork for completion of all jobs and collecting our final retention balance, including obtaining signature on substantial completion certificate
• Oversee subcontractor agreement processing including:
  • a) Obtain signatures and store contract
  • b) Obtain all necessary bonds
  • c) Tracking payments to subcontractors vs committed costs, ensuring we are not paying more out to a subcontractor than the amount we have been paid by our customer
  • d) Ensure signed agreements are obtained timely -work with PM
  • e) Make sure we have a proper completion date from PM for contract and obtain/incorporate job schedule
  • f) Review certificates of insurance and endorsements to make sure they comply with agreement
  • g) Route and obtain internal approval of any revisions proposed by subcontractor
• Ensure we have all required information to pay subcontractors including:
  • a) Conditional/final lien waivers
  • b) Certified payroll reports
• Work closely with internal general counsel on certain legal matters (lien filings, subcontract revisions)
• Monitor subcontractor certificate of insurance forms for expiration
• Monitor job-to-date subcontractor costs and compare to current budget and work with PMs if anything looks out of the ordinary
• Be willing to be trained as a backup for another accounting department position when person is on vacation or sick

Summary

This position works closely with in-house counsel, estimating, project managers and ownership in a fast-paced environment. We work with public agencies and private customers. This position is also very involved with the month-end financial close process. Kerr offers a competitive wage and benefits program.

Benefits

• Kerr offers a competitive wage and benefits program.

Qualifications

• 4+ years contracts administration experience
• Strong communication skills – ability to work with different personalities
• Experience working with accounting information systems
• Have solid knowledge of how certificates of insurance works and basic elements of a contract
• Well organized and able to multi-task
• Be adaptable to change
• Ability to constantly re-prioritize what needs to be done first
• Team player and open minded