Contracts Administrator

KERR MANAGEMENT COMPANY INC; Woodburn (OR); On-site; USD 60,000 - 90,000; Full time

Job summary

Kerr Management Company Inc is seeking a results‑oriented Contracts Administrator to support our project teams in Oregon. You will manage contract workflows, ensure accurate billing and documentation, and coordinate with PMs, finance, and counsel to maintain project profitability.

The role requires attention to detail, strong communication, and the ability to work with diverse stakeholders in a fast‑paced environment. This on‑site position offers competitive pay and benefits.

Qualifications

• 4+ years contracts administration experience.
• Strong communication skills with multiple stakeholders.
• Experience working with accounting information systems.
• 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

Responsibilities

• Distribute contract documents to reviewers including insurance broker.
• Track routing of contract review process.
• Review contract payments provisions and retention terms.
• Ensure final contracts are signed by executives and stored.
• Update contract values in Spectrum.
• Review schedules of values and billing accuracy.
• Oversee contract documents for milling division.
• Hold PMs accountable to process adherence.
• Own Spectrum job cost, AR, project set‑up and PM training.
• Invoice customers timely per contract terms.
• Collect necessary payroll reports and lien waivers for payment.
• Manage change orders and subcontractor changes in Spectrum.
• Obtain payment bonds from general contractors.
• Set up new job numbers and capture required data.
• Close out bonds and update budgets; collect final retention.
• Assist collections on contract receivables.
• Review PI/insurance documentation for subcontractors.
• Import budgets from Heavy Bid into Spectrum.
• Manage subcontractor agreements and ensure necessary signatures and bonds.
• Ensure proper completion date and schedule integration.
• Coordinate incidentals like certificates of insurance and endorsements.
• Communicate revisions proposed by subcontractors for internal approval.
• Ensure all required information is collected to pay subcontractors.
• Work with general counsel on lien filings and subcontract revisions.
• Monitor subcontractor certificates of insurance expiration.
• Review job-to-date costs against budget with PMs.
• Be willing to train as backup for another accounting role.

Skills

Strong communication

Certificate of Insurance knowledge

Organized, multi-tasking

Adaptable to change

Prioritization skills

Team player

Tools

Spectrum

Heavy Bid

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
• 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:
  • Certified payroll reports
  • 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:
  • Obtain signatures and store contract
  • Obtain all necessary bonds
  • 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
  • Ensure signed agreements are obtained timely -work with PM
  • Make sure we have a proper completion date from PM for contract and obtain/incorporate job schedule
  • Review certificates of insurance and endorsements to make sure they comply with agreement
  • Route and obtain internal approval of any revisions proposed by subcontractor
• Ensure we have all required information to pay subcontractors including:
  • Conditional/final lien waivers
  • 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

Modules

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.

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