Project Support Specialist – Design & Construction Position Available In Davidson, Tennessee

Project Support Specialist – Design & Construction Opry Entertainment Group & Ryman Hospitality Properties (part of Ryman Hospitality Properties) Nashville, TN 37214 Coordinate contract request packages, process invoices and vendor payments, and maintain and update project files to support a team of project managers in the Design & Construction department with Ryman Hospitality Properties (RHP). Organize and process invoices and vendor payments while tracking project budgets to understand current budget status. Interface with interdepartmental leadership and operational departments (i.e., Legal, Finance and Accounting) and related construction vendors (third-party consultants, suppliers, and sub- or prime contractors) to ensure compliance with contract approval processes. Assist with the preparation and distribution of project-related documents, such as contracts, change orders, purchase orders, etc. Reports to Vice President of Construction. Assemble contract request packages for vendor contracts, ensuring all components are included for consistency and standardization. Track the progress of contracts and implement contract workflows to ensure efficient completion of approval processes. Coordinate with vendors regarding contract terms and documentation requirements, including vendor setup forms, W-9s, and certificates of insurance, to create and maintain current vendor files. Identify and coordinate related contract terms and communicate expectations and needs regarding vendor deposits, check requests, etc. Process check requests per company policies. Track change orders and collect appropriate senior-level signatures in compliance with defined signing authority policies. Document contract amendments and changes, ensuring all contract documentation is up-to-date and accurate. Review all vendor/contractor invoices for contract amount, invoice amount, and percent complete in compliance with agreements. Organize invoices and input expenses into spreadsheets to continuously track budgets throughout the project lifecycle. Maintain and improve the organization of spreadsheets and related processes. Communicate with internal and external customers regarding invoice processing and deadlines. Assist with processing invoices, purchase orders, and other financial transactions related to construction projects. May place standard product orders with vendors and communicate with project managers on delivery expectations. Assist with project closeout activities, including preparing closeout documents. Support the project closeout process, ensuring all contractor lien releases are obtained before final payment and that “Notices to the Owner” are finalized. Maintain and organize contract-related documents and correspondence for reference and to meet internal audit and record retention procedures. Scan and electronically file paper documents and organize and save electronic records to a shared online file management system. Act as a point of contact for any contract-related inquiries. Correspond with internal departments and external vendors concerning contract administration, change orders, clarification of requirements, and any other necessary information. Perform other duties as assigned.

Requirements:

Education High school diploma or equivalent required Degree in Business, Accounting or related field preferred Experience 2+ years of related experience, preferably in real estate development or construction Previous experience and understanding of construction project management highly preferred Knowledge, Skills and Abilities Strong interpersonal and verbal communication skills Meticulous attention to detail and accuracy required and ability to meet designated deadlines Ability to multi-task while working in a fast-paced team environment Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)