Contract Administrator

Reliable Fire Equipment; Alsip (IL); On-site; USD 60,000 - 90,000; Full time

Job summary

Reliable Fire Equipment is seeking a Contract Administrator to oversee contract and PO requirements across multiple projects. You will collaborate with project managers, subcontractors, and customers to ensure proper invoicing, budgeting, and compliance with contract terms.

Ideal candidates will have strong accounting experience, ERP and job cost knowledge, and proficiency with JD Edwards and Microsoft Office. The role emphasizes accuracy, timeliness, and professional communication across teams.

Qualifications

• Experience with ERP systems and job cost accounting.
• Strong written and verbal communication skills.
• Knowledge of sales and use tax laws and contract language.

Responsibilities

• Ensure jobs are loaded correctly into ERP systems.
• Assist in preparing prequalification documents.
• Apply for Certificates of Insurance and bid bonds as needed.
• Ensure accurate and timely invoicing for projects.
• Monitor job costs daily and report budget variances to management.
• Review and reconcile open POs and petty cash for projects.
• Prepare productivity and cost reports for project management.
• Engage in weekly project management meetings.

Skills

Contract administration

Budgeting

Communication

ERP systems

Education

High School Diploma or GED

Bachelor's degree in accounting or equivalent

Tools

JD Edwards EnterpriseOne

Microsoft Office

Job description

Summary

The 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

• 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

• Assist in preparation of periodic reports for management
• Participate in weekly L10 meetings
• Quarterly goal setting and accountability
• All other projects as assigned by management

Qualifications

To 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