Contract Administration Manager

Knife River - MT; Montana; On-site; USD 85,000 - 125,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

401(k)

Company-paid medical, dental, and eye

Job summary

Knife River - MT is seeking a Contract Administration Manager to support the Estimating Department in contract and bid compliance, and supervise the Estimating Administrative Staff. The role coordinates bid procurement, paperwork, and contract input across JDE and HCSS systems.

The ideal candidate has a Bachelor's degree in business or construction management (or equivalent), strong organizational skills, and experience with federal/state bidding processes.

Qualifications

• Bachelor's degree in business or construction management or equivalent work experience.
• Extensive knowledge of the bidding process for Federal and State projects.
• Knowledge of Prevailing Wage requirements.
• Superior organizational and analytical skills.
• Willingness to travel on short notice.
• Experience supervising others and ensuring deadlines are met.
• Reliability in checking own work for accuracy.
• Strong interpersonal skills and ability to work with diverse personalities.

Responsibilities

• Find projects to bid in all states, counties, and municipalities and ensure all required paperwork is submitted.
• Update weekly agenda and submit to appropriate estimator or division.
• Procure bid packets, bid bonds, signatures, and distribute appropriately.
• Submit bids using Quest CDM, Bid X, ACHD Open Gov, Bonfire, Onvia/Demand Star, Zycus, etc.
• Manage pre-qualification filings including licensing and bonds.
• Create jobs in JDE for contract input and interlink with HCSS; produce job files.
• Ensure contracts and budgets are entered into JDE via HCSS upload or manually.
• Create and issue subcontracts; maintain certificates of insurance for subs.
• Distribute weekly job listings and monthly contract billing worksheets; support job cost forecasting.
• Serve as liaison between Contracting and Accounting to support WIP reporting and cost accounting.

Skills

Organizational skills

Analytical skills

Communication skills

Leadership/supervising

Education

Bachelor's degree in business or construction management

Tools

JDE

HCSS

Job description

The Contract Administration Manager is responsible for assisting the Estimating Department in contract and bid compliance and execution, including but not limited to supervising the Estimating Administrative Staff.

• Find projects to bid in all states, counties, municipalities, etc. Ensures all required paperwork is submitted for upcoming bids
• Update weekly agenda and submit to appropriate estimator or division
• Procure all bid packets, bid bonds, signatures, and distribute appropriately
• Submit bids; Quest CDM, Bid X, ACHD Open Gov, Bonfire, Onvia/Demand Star, Zycus, etc and maintain all bidding information
• Responsible for pre-qualification filings including all appropriate licensing and bonds
• Create jobs in JDE in preparation for contract input for interlink with HCSS along with producing job files.
• Responsible for ensuring that all contracts and budgets are entered into JDE via HCSS upload or by hand.
• Create and issue subcontracts
• Order and ensure that all subcontractors have provided certificates of insurance by maintaining a current database of all information pertaining to each project/contract.
• Responsible for the timely printing and distribution of all weekly job listings and monthly contract billing worksheets.
• Act as liaison between the Contracting and Accounting departments providing input and information as necessary for the purpose of job cost accounting and work in process (WIP) forecasting and reporting.
• Ensures proper filing and storage of records
• Assumes other special activities and responsibilities as directed.

This job description in no way states or implies that these are the only duties to be performed by this employee. He/she will be required to follow any other instructions and to perform any other work-related duties requested by his/her supervisor.

Minimum Qualifications:

• Bachelor's degree in business or construction management or equivalent work experience
• Extensive knowledge of the bidding process for Federal and State projects
• Knowledge of Prevailing Wage requirements
• Superior organizational and analytical skills
• Must be flexible in hours and days worked. Extended hours necessary at times for completion of projects which include weekends and holidays at times
• Must be able to travel on short notice
• Must pass background check
• Experience supervising others and ensuring deadlines are being met and work is submitted timely and accurately
• Reliability in checking own work to ensure accuracy
• Superior interpersonal skills. Ability to get along with diverse personalities, tactful, mature, flexible
• Attendance must meet the scheduled requirements of the Company
• Proven ability to perform and maintain a positive attitude and work safely

Preferred Qualifications:

• Proficiency with project management and estimating software such as JDE, HCSS, and other relevant platforms
• Strong written and verbal communication skills for effective collaboration across departments
• Demonstrated ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail
• Experience working with public agencies and understanding of government contracting regulations

Knife River is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, age, color, religion, gender, gender identity, sexual orientation, national origin, disability, protected Veteran status or any other protected category under applicable state/federal law.

Knife River-Mountain Region offers Paid Time Off (PTO), a 401(k), as well as COMPANY PAID medical, dental, and vision benefits for employees and their dependents.

We are a drug free work environment requiring pre-employment and random drug testing. Subject to background check.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.