Contract Administration & Management

Date Created:                           November 2023

Position:                                  Contract Administration & Management

Department:                             Finance

Reports To:                              Controller

FLSA Status:                            Exempt

Compensation Range:             $70,000 – $90,000 annually

SUMMARY

This position is responsible for overseeing the review, redline, implementation, execution, and management of contracts between companies, vendors, and clients. Their primary role is to ensure that all parties involved in a contract understand and agree to and adhere to its terms and conditions, and that these terms comply with legal and regulatory requirements. This position has overall responsibility for bkm contracts and all contract related duties – this includes day to day administration as well as management throughout the lifecycle of a contract.

Specific Responsibilities and Duties:

Contract Management

• Maintaining accurate records of all contracts, including correspondence, amendments, and changes.
• Manage and complete contract prequalification packages.
• Identifying potential risks and issues associated with contract terms and conditions and developing strategies to mitigate them.
• Providing guidance and advice to management and other stakeholders on contractual matters.
• Ensuring that all contracts are executed in a timely manner and in compliance with company policies and procedures.\
• Developing and maintaining relationships with vendors, clients, and other stakeholders to ensure successful implementation and execution of contracts.
• Collaborating with other departments and stakeholders within the organization to ensure that contractual obligations are met.
• Keeping up to date with changes in relevant laws and regulations that may impact contractual relationships.
• Preparing and dissecting information from any involved parties regarding the status of the contract.
• Coordinate meetings with contractors as required.
• Maintain files for every contract, including payment schedules, correspondence, clarifications, deviations / changes, and amendments.
• Track correspondence and authorizations.
• Maintain organized, detailed files.
• Work with people across various levels of an organization to create and maintain a strategy for contract management.
• Maintain communication with members of the management team for all contract status changes.
• Function as a liaison between external and internal parties during the process of developing, implementation and execution of contracts.
• Review and advise on new contracts.
  • Advise Sales/PM required Labor Compliance for the contract for bkm and subs.

• Manage and complete SOV process.
• Manage and complete billing process.
• Ensure all C/O’s are tracked and processed timely by working with sales.
• Contractor license – set up, maintenance, renewals, and insurance.
• General contractor pre-qualification – set up, process, and renewal.
• Prevailing Wage / DIR – processing and reporting

Billing/Collection

• Tracking deadlines and payments.
• Follow up on payment terms.
• Working knowledge of the different payment management systems i.e., Textura, Procore, GC Pay.
• Ensure pay apps are issued timely and accurately by working with Sales/PM for input.
• Hedberg Reconciliation to Contract.
• Track and manage collections to agreed upon terms.
• Handle all required releases.

Compliance

• Review contract terms and conditions, ensuring they are accurate and comply with legal and regulatory requirements.
• Ensuring that all parties to a contract comply with the terms and conditions set forth in the contract.
• Ensuring that all parties involved in the contract comply with the owner specifications, legal regulations, and government requirements.
• Manage any 3^rd party portals required (alliant, etc.) for bkm.
• Work with 3^rd Party Labor Compliance Companies.
• UCIP/OCIP Enrollments.
• Support Subs for managing any 3^rd party portals required (alliant, etc.).
• Ensure bkm meets any and all Prevailing Wage requirements.
• Support Subs to ensure bkm meets any and all Prevailing Wage requirements.
• Handle all DIR Reporting requirements.
• Manage Certificate of Insurance requirement and requests for the project.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent communication and negotiation skills.
• A problem solver – identify issues and present solutions.
• Attention to detail.
• Ability to develop strong relationships with internal and external partners.
• Able to hold others accountable within the contract management process.
• Strong understanding of legal and regulatory requirements related to contracts.
• Ability to work independently and as part of a team.
• Able to manage multiple priorities.
• Excellent time management and able to consistently meet deadlines.
• Proficient in using contract management software and other related tools.
• Notary preferred.

EDUCATION and/or EXPERIENCE

Requires any combination of education and experience equivalent to a bachelor’s degree in business administration, law, or related field, Business Administration or a related field and 5+ years’ experience.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk and hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.