Construction Contract Administrator - Jordan, United States - Hentges & Sons Inc.

Description

S.M. Hentges & Sons, Inc. is a family-owned business with over forty years of industry experience.

Operating in four different states and headquartered in Jordan, Minnesota, we utilize industry leading technology to increase efficiency and provide value add for clients in the specialized areas of infrastructure, including the build of roads, bridges and the installation of public utilities including sewer, water, and stormwater systems.

The Contract Administrator is responsible for managing all aspects of contract administration, including drafting, reviewing, and maintaining contracts, accounts receivable as well as coordinating with internal and external stakeholders.

This role is crucial in ensuring contract compliance, the mitigation of risks, and supporting the smooth execution of construction projects and its project managers.

Principle Duties and Responsibilities:

Contract Preparation and Review:
Prepare, review, and modify various contracts, including client contracts, subcontract agreements, change orders, and vendor contracts.

Collaborate with project managers, estimators, and Accounts Payable to ensure contract terms align with project requirements, company policies, and legal regulations.

Identify any ambiguities, discrepancies, or potential risks in contract terms and propose necessary revisions or amendments.
Collaborate with legal teams to address contract disputes, claims, and non-compliance issues.

Contract Compliance and Administration:
Monitor and ensure compliance with contractual obligations, project schedules, and milestones.
Coordinate with project teams to track project deliverables, progress, and changes in scope.
Maintain accurate and organized contract files, including all relevant documentation, correspondence, and approvals.
Facilitate the execution of contracts and obtain necessary signatures and approvals.

Accounts receivable:
Process AIA and T&M billing as well as other contract billing to include COI's, lien waivers, and supplier lists.
Calculate and track retainage when applicable
Identify billing opportunities by reviewing client accounts/orders and working with project managers
Monitor AR accounts in accounting software and maintain AR files and spreadsheets (including but not limited to invoices, AIA documents, pre-bid compliance, billing requirements and invoicing dates)
Review client accounts to identify and monitor non-payments, delayed payments, and other payment irregularities
Communicate with clients, project managers to investigate and resolve billing queries or discrepancies
Process and apply account adjustments, including credit memos, retainage invoices, revised invoices etc.
Review, approve, and complete partial and final lien waivers
Assist with cash receipts, deposits and account allocation as needed
Reconcile accounts to ensure accurate payment application and customer aging

Communication and Collaboration:
Act as the main point of contact for contract-related inquiries from internal and external stakeholders.
Foster positive working relationships with stakeholders and facilitate effective communication throughout the contract lifecycle.

Change Order Management:
Collaborate with project managers, estimators, to evaluate the impact of change orders on project scope, cost, and schedule.
Prepare change order documents and track approvals, ensuring accurate billing and cost accounting.

Documentation and Reporting:
Prepare and maintain accurate contract-related documentation, including contract summaries, amendments, and correspondence.
Generate reports on contract status, key metrics, and contract-related issues for management review.
Qualifications
Associates Degree or higher – Business related (accounting, finance, business administration, etc.)
Knowledge of a variety of computer software applications in word processing, spreadsheets, and database software
Strong interpersonal skills and customer relations skills, both written and verbal, to effectively communicate with clients and employees
Highly organized and able to prioritize and handle multiple tasks
Emphasizes accuracy and adheres to deadlines
Consistent and dependable with a high level of integrity
Exhibits outstanding customer service, attention to detail, and problem solving skills
Freedom & Flexibility Vacation Policy
Medical, Dental, Vision, STD/LTD and Term Life
401k with employer match
Full-time, Exempt
Starting at $62,000
S.M. Hentges & Sons Inc. is an equal opportunity employer and encourages female, minority, veterans, and individuals with disabilities to apply. Applicant will receive consideration for employment regardless of their race, color, creed, religion, national origin, sex, sexual orientation, disability, age, familial status, membership or activity in local human rights commission, marital status, or status with regard to public assistance
Equal Opportunity Employer, including disabled and veterans.

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