Contract Administrator

Our client is seeking a motivated professional to serve as Contract Administrator to support an experienced construction project management team. Involved in project administration, subcontractor relations, and contract accounting, the Contract Administrator is key to ensuring smooth construction operations.

About the Company

Founded in 1998, our client is a well-established real estate development firm specializing in historic rehabilitation projects in Virginia and beyond. Still owned and operated by its founders, this growth-oriented organization thrives on a collaborative, creative, and hard-working employee culture.

Work Environment & Schedule:

This is a full time, on-site role at headquarters in Richmond's historic Shockoe Slip. Typical work schedule is Monday through Friday, 8 am to 5 pm.

Benefits

Our client offers generous medical, dental, vision insurance plans, as well as a health savings account and flexible spending account. Immediately upon hire, the Contract Administrator will be eligible for 8 paid holidays and will begin to accrue paid time off (PTO), totaling 3 weeks annually.

After 6 months of employment, the Contract Administrator will be eligible to participate in a retirement savings plan, where the company matches contributions dollar-for-dollar, up to 3%.

Essential Job Functions:

The Contract Administrator works closely with construction management and accounting to ensure contracts, payments, and project files are processed, managed, and distributed accurately and efficiently.

• Subcontractor & Vendor Relations
  • Liaise with subcontractors and vendors to ensure billing submittals and payments are processed and distributed effectively.
  • Build relationships with subcontractors and vendors by serving as main point of contact for administrative and accounting questions throughout the project lifecycle.
  • Ensure subcontractor compliance with insurance and licensing requirements.
• Job Cost Management
  • Shepherd invoices through the approval process, ensuring that accounting receives complete, accurate, and timely billing submissions.
  • Maintain accuracy of job cost and cost of completion reports with Project Management assistance.
  • Reconcile retainage for final subcontractor payments.
  • Liaise between accounting and construction departments to resolve billing and budget discrepancies.
  • Utilize Yardi accounting software to maintain and update critical project billing data.
• Contract Accounting
  • Assist Project Management team in creation, maintenance, and research of master subcontracts, work orders, purchase orders, change orders, submittals, and RFIs.
  • Manage the process for executing, distributing, and filing important project documentation.
  • Reconcile subcontractor billings with contract values and promptly communicate discrepancies to the appropriate party.
• Project Administration
  • Utilize Procore project management software to set up new projects, assign team members, distribute project documents and drawings, and communicate with subcontractors.
  • Coordinate various construction phases with assistance and direction from Project Management. This includes managing bids and estimates, pre-construction checklists, punchlist, closeout, warranty, and handover to owner/property management team.
  • Manage application processes for grant and incentive programs, as available per locality/project. This includes tax abatement, façade improvement grants, development rebates, life & safety rebates, CARE grants, and product rebates.
  • Organize project files consistently and efficiently to ensure that all stakeholders have real-time access to current project data and develop process for archiving completed project files.

Performance Essentials

• Time management: The ability to prioritize, organize work efficiently, and make productive use of all time to ensure all essential tasks are completed.
• Communication and contact: The ability to communicate respectfully and effectively with superiors, colleagues, vendors and clients alike.
• Analytical: Strong math and analytical skills are essential to this position.
• Adaptability: The ability to accept changes in work environment, manage many competing demands, and deal with delays or unexpected events.
• Foresightedness: The ability to anticipate and plan for upcoming challenges.

Requirements

• High School diploma or equivalent required, associates or bachelor's degree strongly preferred
• At least 2 years' experience working in a similar/related role required, 5 or more years' experience strongly preferred
• Demonstrated computer literacy, especially in the Microsoft Office Suite.
• Demonstrated experience working with construction project management and/or accounting software, such as Procore.
• Valid driver's license and driving record that is deemed acceptable by auto insurance carrier for occasional business travel

Physical Demands

• Prolonged periods of sitting at a desk performing administrative duties such as typing and manipulating paperwork and office items.
• Occasional periods of walking on flat surfaces and stairs, repeated bending over, lifting items up to 20 lbs.
• Occasional driving.

ARE YOU READY TO JOIN THIS TEAM?

Join our team, where your expertise will make an immediate impact. Apply now using our initial 3-minute, mobile-friendly application and be a part of our success story!

Location: 23219

Warren Whitney (The Firm) is an equal opportunity employer. The Firm on behalf of its client will not discriminate against applicants or employees on the basis of race, color, religion, national origin, age, sex, pregnancy (including childbirth or related medical condition), disability, genetic information, sexual orientation, gender identity, military status, citizenship, or any other class protected by applicable law. The Firm reserves the right to alter, change, modify, and/or terminate this job posting at any time without notice, or obligation, to any party.