Contracts Administrator

TEMPORARY POSITION!    If your experience is a good match, this could be a temporary to permanent position.

Job Summary:

  • Under the supervision of the Assistant Director of Administrative Services for Planning, Design, and Construction, this position works with project managers and other Facility Services’ staff to administer contracts for construction and renovation projects. This position is also responsible for the initial contract drafting and procurement and additional planning, coordination, and oversight as necessary. This position assists with planning, coordination, and oversight of these projects by preparing written documents as needed, tracking document life-cycle, facilitating document processing, archiving project-related documents and assisting with overall project administrative management of up to 150 different capital and non-capital improvement projects for the university.
  • 30 hours a week, between regular business hours: M-F 8am-5pm.
  • Hourly rate determined based on experience!

Job Description, Primary Functions:

  1. Coordinates and drafts construction contracts and change orders at request of project managers, under the guidance of the Asst. Director. Drafts, edits, and reviews contracts, establishes and maintains contract records and ensures compliance with Tri-University construction contract terms and conditions. Works with Project Management and Legal Department to compile exhibits and other required documentation for contracts.
  2. Provides contract management administrative tasks including, but not limited to, receives requests, updates records, initiates paperwork, prepares addenda, provides follow-up and obtains approval for contract changes, and provides administrative support to Project Management staff.
  3. Ensures all contract files are current, accurate and up-to-date. Updates records and follows established procedures for all correspondence related to contracts and projects. Works with team members to ensure status of contracts and insurance is tracked and compliant within established timeframes. Files in electronic filing system, OnBase.
  4. Follows Board policy regarding capital construction procurement. Provides documents to Project Managers. Monitors selection and bid process for compliance with ABOR policies. Develops matrix for qualification selections and bid documents for low bid projects.
  5. Tracks all contracts and related documents to ensure compliance with ABOR policies, audit requirements and State laws.
  6. Ensures construction insurance meets contract requirements and works with Purchasing, contractors and brokers to ensure compliance with contract and risk management requirements. Monitors contract files and insurance for expirations and renewals.
  7. Ensures bonds and other specified requirements are in place for architects, engineers, contractors and other vendors prior to issuing contracts of any type.
  8. Participates in meetings, such as pre-submittal, preconstruction, bids, and others related to construction at NAU. Provides official recordkeeping documentation for project related meetings and bid openings.
  9. Maintains online contracts, RFQs, RFPs, and other construction related documentation for access by outside vendors and NAU participants.
  10. Maintains design professional, contractor and subcontractor lists in electronic format for project notification and other related construction requirements.
  11. Files and researches documents in the digital imaging and retrieval system (OnBase)
  12. Manages the consultants and contractors selection process: Advertisements, Requests for Qualifications, consultant interviews and selection, Bid Packages, pre-bid meetings, bids openings and pre-construction meetings.
  13. Assists with developing procedures and improving department processes and providing excellent customer service.

Additional Responsibilities: Contract Administrator

  1. Develops and manages complex contractual agreements and amendments as required. Ensures contract documentation supports pricing. Reviews and analyzes fees and guaranteed maximum pricing to ensure financial alignment and compliance with ABOR policies.
  2. Interprets and analyzes design and construction fee proposals and GMP documents, as well as supplemental authorizations and change orders.
  3. Analyzes contractual documents for accuracy and effectiveness. Analyzes and reviews negotiated documents, drafts and discusses with Project Managers and Construction Manager.
  4. Manages contract files to ensure current, accurate, up-to-date and audit ready. Establishes records of all correspondence related to contracts and projects. Sets priorities and works with team members to ensure status of contracts and insurance.
  5. Interprets Board policy regarding capital construction procurement and determines correct procurement process for Project Management. Determines selection and bid process for compliance with ABOR policies. Develops matrix for qualification selections and bid documents for low bid projects.
  6. Manages compliance of project contracts regarding scope of services and closeout requirements and documentation.
  7. Other duties as assigned.

Secondary job functions:

  1. Assists Project Assistant with processing and tracking required closeout documentation for construction projects, as needed.
  2. Analyzes pay applications and other construction documentation for accuracy; makes recommendations to Project Managers. Escalates to management needed changes or trends.
  3. Actively participates in continuous Process Improvement to facilitate a higher quality of service to the University Planning, Design & Construction’s customers by identifying efficiencies in the flow of required State of Arizona and University documentation and records during the established processes and protocols.
  4. Acts as an ambassador of department and the University by promoting a positive image through courtesy, professionalism and diplomacy.
  5. Builds positive, long-term working relationships through respect, cooperation, trust, and appropriate communications.
  6. Participates as an effective team member by contributing ideas, encouraging others and supporting team decisions.
  7. Develops and improves processes, resources, standards, along with professional and personal skills.
  8. Acts as a valued resource, leads in areas of expertise, and shares lessons-learned.
  9. Performs additional duties and responsibilities as assigned.

DUTIES AND RESPONSIBILITIES:

  • (65 %) Construction Procurement, contracting, and reporting:
    • Sub-function: Determines appropriate construction procurement process; provides appropriate documents to Project Managers; monitors selection and bid process for compliance with ABOR policies; develops matrix for qualification selections and bid documents for low bid projects; ensures all required meetings are held and procedures are followed.
    • Sub-function: Reviews and/or develops project bid specifications for compliance with University standards and codes, ABOR Capital Construction policy and State procurement policy; works with PDC staff to ensure technical compliance. Ensures bidding information, required bid documentation, and correct technical standards are referenced.
    • Sub-function: Monitors and prepares ABOR contractual agreements and facilitates compliance with risk management insurance requirements and university and ABOR policies. Composes and actively manages contracts for Task Order, Hard Bid, ARQ, and JOC procurement, with assistance on CMAR contracts. This includes initial contracts and follow-on change orders. Reviews change order requests and proposals for accuracy and completeness in order to process them as a contract or purchase order. Ensures insurance requirements, bonds and other specified requirements are in place for architects, engineers, contractors and other vendors prior to issuing contracts of any type.
    • Sub-function: Coordinates and structures heavy workload to meet deadlines and to ensure University is in compliance with University policies, Arizona Board of Regents policies and State Statutes. Works within multiple, complex regulatory compliance requirements and meets multiple Board and State regulated deadlines to avoid financial penalties and audit exceptions.
  • (15%) Technical Standards and Design Guidelines: Maintains University Technical and Design Standards for use in Project Specifications and publish revisions at least yearly on Facility Services’ website. Standards: The standard of performance is to actively manage and maintain the versions of the Technical Standards and Design Guidelines. There should be communication between all the FS Trades, Project Managers, and outside NAU departments to obtain the latest information. Changes should be compiled and edited for accuracy and logic. These documents are a direct reflection of the department to the public so should have no errors and be professionally written and formatted. The standard is to publish new/updated versions twice a year (if necessary), with only urgent/major changes occurring at other times. The changes should be published to the FS website and shared with the PMs.
  • (5%) Insurance: Monitors contract files and insurance for expirations and renewals.
    • Sub-function: Maintains log books; uses and files documents in electronic filing system (OnBase) for audit compliance, including project, financial and legal documents per department standards and within scheduled timeframes.
    • Sub-function: Acts as liaison for various Design Professionals and Contractors working at NAU. Maintains extensive project listserve to ensure notification of upcoming university projects and to facilitate maximum competition on construction projects.
  • (5%) Coordination and Communication:
    • Sub-function: Participates as an effective team member by contributing ideas, improving processes, demonstrating professionalism, and building positive, long-term working relationships Participates in meetings to provide procurement expertise and official recordkeeping documentation related to construction procurement requirements and policies.
    • Sub-function: Demonstrates departmental values by promoting positive image through courtesy, professionalism, and diplomacy.

KNOWLEDGE, SKILLS AND ABILITIES:

  1. Knowledge of construction practices.
  2. Knowledge of requirements for acquiring professional design services and construction services in accordance with Arizona Revised Statutes and Arizona Board of Regents policy.
  3. Demonstrated skills in writing and interpreting contractual agreements, business correspondence, reports and documentation
  4. Successful in managing multiple tasks simultaneously with minimal direction
  5. Skill in recording and compiling materials for reports and documentation
  6. Demonstrated ability to effectively communicate
  7. Excellent analytical, research and problem solving capabilities
  8. Excellent attention to detail
  9. Highly self-motivated
  10. Ability to multi-task in dynamic environment
  11. Sound business ethics including the protection of proprietary and confidential information
  12. Strong organizational skills
  13. Working knowledge of basic accounting / budgeting procedures
  14. Must be very flexible and adjust to changing priorities and direction at short notice
  15. Ability to build positive working relationships through respect, cooperation, trust and appropriate communications
  16. Ability to work effectively with people from a variety of culturally diverse backgrounds
  17. Demonstrated computer skills needed as a tool for organization, record keeping, and contract writing. Specifically denote experience with programs similar to any of the following: Word, Excel, Access, OnBase, Project Scheduling software, Project Management software.
  18. Ability to effectively communicate and interact with fellow employees, user groups, contractors, architects, engineers, outside construction management employees and all individuals from a variety of diverse cultural backgrounds.
  19. Ability to utilize insight, good judgment, good interpersonal and management skills
  20. Ability to facilitate and seek fair, consensual resolution to project challenges, issues and conflicts.
  21. Ability to consistently manage stress in a positive manner.
  22. Ability to be flexible and adapt to change in a position manner.

Minimum Qualifications for Contract Administrator

  • Bachelor’s degree in field appropriate to area of assignment; AND five years contract experience; OR,
  • Nine years progressively responsible experience which includes three years contract experience; OR,
  • Any equivalent combination of experience, training, and / or education.

Preferred Qualifications

  • Knowledge of construction processes, scheduling and tracking of various items: construction reviews, materials, invoices, specifications and other assorted construction and capital project related documentation.
  • Knowledge of the State of Arizona’s professional services procurement procedures, general contractor procurement procedures and project management control processes.
  • Experience with CMAR (Construction Management At Risk) and JOC (Job Order Contracting) project delivery methodology. Construction contract experience
  • Construction Administration experience
  • Strong Excel skills
  • Insurance certificate experience
  • Accounting experience

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