Contract Administrator

Reliable-Fire-Equipment; Alsip (IL); On-site; USD 60,000 - 95,000; Full time

Job summary

Reliable-Fire-Equipment is seeking a Contract Administrator to manage contract and PO requirements across multiple projects. You will work with project managers, subcontractors, and customers to ensure accurate job costing and invoicing, while monitoring margins and maintaining ERP data integrity.

The role requires a strong background in accounting, construction contract administration, and ERP proficiency, with a focus on timely reporting and compliance with contract terms.

Qualifications

• High School Diploma or GED
• Bachelor’s degree in accounting or equivalent
• 5+ years’ experience in accounting or equivalent
• Two years or more of construction contract administration experience
• Knowledge of contracting principles
• Knowledge of sales and use tax laws
• Experience with ERP systems and job cost accounting
• JD Edwards Enterprise One experience preferred
• Ability to create invoices in an AIA format
• Strong written and verbal communication skills
• Proficient in Microsoft Office products; Word Excel, Outlook

Responsibilities

• Load jobs into ERP systems and maintain accuracy
• Assist in prequalification document preparation
• Process insurance, bid bonds, and project bonds as needed
• Ensure timely and accurate invoicing
• Monitor job costs and margins; report variances
• Oversee purchasing activity for projects and review open POs
• Prepare billing documentation and maintain files
• Prepare productivity and division activity reports
• Review contract language and payment terms
• Engage in weekly project management meetings
• Complete paperwork and update worksheets as required
• Other duties as assigned by management

Skills

Contract management

Job cost accounting

ERP systems

Communication skills

Education

Bachelor’s degree in accounting or equivalent

5+ years’ experience in accounting or equivalent

Two years or more of construction contract administration experience

Tools

JD Edwards Enterprise One

Excel

Outlook

Job description

SUMMARYThe Contract Administrator is responsible for managing the contract/purchase order requirements of multiple projects at once. Working directly with project managers, subcontractors, and customers in a professional manner.ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned:Job Responsibilities:· Ensure that jobs are loaded correctly into the ERP systems· Assist in compiling information for prequalification documents· Apply for Certificate of Insurance as needed for projects· Apply for Bid Bonds and Project Bonds as needed· Ensure that jobs are invoiced correctly and in a timely manner· Monitory job cost daily and report to Project Managers and General Manager jobs that are failing to meet budgeted margins· Monitor over and under-billing status and advise the General Manager on underbilled projects· Ensure accuracy of job budgets and revise as necessary· Conduct Job Cost meetings as required· Oversee all purchasing activity for projects and review all open POs on periodic basis· Manage and reconcile Petty Cash disbursements· Organize and Prepare billing documentation· Maintain complete customer and other departmental files; collect and catalogue designs and billing information· Prepare productivity analysis reports.· Continuously compare contract documents to the dollar amount entered in the account system and resolve any deviation· Ensure that job dollar values are neither over or undervalued or reported· Review contract language and payment terms· Manager new job set up· Complete paperwork and update worksheets and reports related to division activity in a timely manner· Engage in weekly Project Management meetings· Other duties as assignedOther:· Assist in preparation of periodic reports for management· Participate in weekly L10 meetings· Quarterly goal setting and accountability· All other projects as assigned by managementQUALIFICATIONSTo perform this job successfully, an individual must be able to focus in a fast-paced environment where priorities may shift, but essential duties can still be completed with speed and accuracy. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.EDUCATION and/or EXPERIENCE· High School Diploma or GED, required.· Bachelor’s degree in accounting or equivalent professional experience· 5+ years’ experience in accounting or equivalent· Two years or more of construction contract administration experience is required.· Sound understanding of contracting principles.· Knowledge and experience with percentage completion job cost accounting principles· Knowledge of construction contract language· Knowledge of sales and use tax laws.· Experience working with ERP systems and job cost accounting systems. JD Edwards Enterprise One experience is preferred but not required.· Knowledge of pre-lien and lien processes.· Ability to create invoices in an AIA format.· Solid written and verbal communication skills· Ability to work with a positive attitude under pressure and without supervision to meet· contractual deadlines.· Proficient in Microsoft Office products; Word Excel, Outlook, etc