Contract Administrator

ACCO Engineered Systems; Pasadena (CA); On-site; USD 8,472,000 - 10,849,000; Full time

Job summary

ACCO Engineered Systems is seeking a Contract Administrator in Pasadena, CA to coordinate contracts, subcontracts, and related documents. You will manage bonds, insurance certificates, and preliminary notices while ensuring compliance and project alignment.

Ideal candidates have a bachelor's degree and 3+ years of contract administration, with strong MS Excel, Word, and Bluebeam skills, and a detail-oriented, communicative, and organized approach.

Qualifications

• Bachelor's degree is required.
• Minimum of 3 years of administrative experience working with contracts, documents, or legal compliance.
• Proficient in MS Excel functionality and MS Word; proficient with PDF writable software (Bluebeam).

Responsibilities

• Read, analyze, and review contracts from owners and general contractors for proper documentation.
• Prepare contract clarification and return letters with approvals and scope clarifications.
• Prepare exhibits for subcontracts, including payroll and wrap/OCIP enrollments.
• Order and maintain bid bonds, payment bonds, and related bonds and information.
• Request and issue insurance certificates per requirements and develop billing instructions.
• Gather documentation for preliminary notices.
• Assist with lease maintenance and provide contract processing backup.
• Perform other duties as assigned.

Skills

MS Excel

MS Word

Bluebeam

Attention to detail

Communication

Organization

Self-motivation

Education

Bachelor's degree

3+ years administrative/contracts experience

Construction contract administration experience

Tools

Bluebeam

PDF editing

MS Excel

Job description

Job Summary:

The Contract Administrator is responsible for coordinating, administering, and supervising contracts and contract documents for the business. A day in this role involves reading and analyzing prime contracts, managing subcontracts, obtaining scope clarifications, and procuring essential approvals and signatures. Additionally, this position handles bond processing, insurance certificates, wrap insurance enrollments, and preliminary notice data collection to ensure organizational compliance and project alignment.

Essential Duties and Responsibilities:

• Read, analyze, and review contracts from owners and general contractors, ensuring proper documentation and final verification prior to execution.
• Prepare contract clarification and return letters while procuring necessary approvals, signatures, and scope clarifications from project managers.
• Prepare exhibits for subcontracts, including certified payroll and wrap/OCIP insurance program enrollments.
• Order, process, and maintain bid bonds, payment/performance bonds, surety riders, and prime contractor bond information.
• Request and issue insurance certificates based on customer requirements and develop specialized billing instructions.
• Identify and gather all necessary documentation and information required to prepare preliminary notices.
• Assist with lease maintenance and negotiation, while providing contract processing backup for frequent customers.
• Perform other duties as assigned.

Position Requirements (Work Experience, Skills, Licenses, etc.):

• List all required experience, knowledge, skills, & abilities in this section (with a separate bullet for each Proficient in MS Excel functionality, including formulas, functions, databases, graphs, forms, and macros.
• Skilled in MS Word for document creation and PDF writable software (e.g., Bluebeam) for text editing and detailed searches.
• High level of detail orientation and accuracy with a demonstrated requirement of 98% accuracy across all work products.
• Strong written, verbal, and interpersonal communication skills with the ability to negotiate and resolve conflicts.
• Strong organizational and time-management skills with the ability to prioritize assignments and manage multiple deadlines.
• Self-motivated and able to maintain professional behavior in a fast-paced environment.

Education and Experience

Required:

• Bachelor's degree.
• Minimum of 3 years of administrative experience working with contracts, documents, or legal compliance.

Desired:

• 3+ years of contract administration experience within the construction industry.

ACCO Competencies:

• Proactivity/Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance: Shows wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Motivation/Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals, takes responsibility, and shows personal humility.
• Technical Curiosity/Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• People Skills: Is approachable and gains the mutual trust and respect of others. Understands people's strengths & weaknesses and actively seeks to understand other perspectives.
• Communication: Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to the organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
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• Problem-Solver: Ability to identify, analyze, and solve problems in support of personnel, group, department, or organizational objectives.
• Execution: Effectively takes a vision and translates into action by including the right people. Identify and remove barriers, when possible, to achieve results. Demonstrates appropriate compromise, effective time management, prioritization practices and holds team members (including themselves) accountable for their performance/conduct.
• Professionalism: Respectfully observes and challenges the status quo with intent for improvement. Can take direction, accept feedback, and take full responsibility for their actions. Lead by example through positive influence and ethical leadership with consideration of the entire organization.

Job Responsibility Level:

No direct reports

Travel Requirements:

Travel required 0-5 % of the time to other office locations.

Hours:

This is a non-exempt position from Monday through Friday. Work hours begin and end between 7:00 am and 5:00 pm with a one-hour break for lunch and two rest breaks. Eight hours per day is required and other occasional overtime may be necessary for business needs

Physical Demands:

• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.

• Specific vision abilities required by this job include close vision and ability to adjust focus.

• Prolonged sitting.

• Frequently required to reach with hands and arms.

• Occasionally required to stand; walk and stoop, kneel, crouch.

Competitive Wages:

$29.57-$37.86 per hour. Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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