Contract / Office Administrator

Job Overview Contract/Office Administrator Reports to President Job Description The Contract/Office Administrator facilitates the contract process with subcontractors, vendors, and clients working with Crucible Construction. This position manages the issuance of contract documents prepared by Project Managers and ensures compliance documents are received and track through the duration of the work being contracted. This position works with all team members in the performance of their duties interacting with the accounting department, project team members, and company leadership. This position is responsible for the day to day operation of the office with regard to supplies, greeting office visitors, facilitating the day to day operations. Essential Functions

• Administrative Support
• Provides administrative support to the Controller, Project Teams, and the company President
• Documentation Management
• Generates project documentation at request; maintains and coordinates project files, subcontractor documents, certificates of insurance, compliance documents, and other project-based documents
• Correspondence
• Compose / edit correspondence, internal/external reports, and procedures as needed
• Task Management
• Manages tasks and reminders for office events, meetings, in a timely fashion
• Project Communication
• Communicates with office team members, clients, building officials and suppliers to convey pertinent information and obtain documents critical to the company operations
• Contracts / Purchase Orders
• Finalizes and issues contract documents drafted by project team members in a timely manner; ensures accuracy and completeness throughout the entire process
• Change Orders
• Finalizes and issues change orders in a timely manner; ensures accuracy and completeness throughout the entire process
• Certificates of Insurance (COIs)
• Verifies current insurance certification on all subcontractors/vendors and maintain tracking sheets to ensure certificates remain current.
• Accounting Department
• works closely with the company controller to ensure contract values are uploaded into the accounting software once executed. Assist with managing subcontractor or vendor when picking up payments.
• General Office Administration
• reviews and maintains office supplies and manages the day to day operations to include being the main point of contact for the building owner, office contracts, general day to day operations.
• Pre-Construction
• Works with the Operations Lead to monitor procurement sites and assist with subcontractor outreach on estimating functions and bids as needed.
• Collaboration
• Works collaboratively with administrative and project teams and serves as a backup, when necessary.
• Other Duties
• Performs other related duties, as assigned Skills and Attributes
• Accuracy and Thoroughness
• The ability to complete task accurately and with thoroughness that does not require additional resources to back check and perform corrective work. Contracts, purchase orders, and similar legal documents require specific language and phrasing that is important to ensure is included within the documents prior to issuing for execution.
• Customer service
• Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments
• Interpersonal skills
• focus on solving conflict, not blaming; maintains confidentiality; listen to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.
• Computer literacy
• ability to utilize all Microsoft Office software, learn new operating software to include Red Team, CoConstruct, Sage 100, and new software programs implemented as needed to meet the company needs.
• Oral communication
• speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
• Written communication
• writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information
• Teamwork
• balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed
• Professionalism
• approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments
• Attendance/punctuality
• is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time
• Dependabilit y
• follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan
• Initiative
• volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent action and calculated risks; looks for and takes advantage of opportunities
• Planning/organization
• prioritizes and plans work activities; uses time efficiently; plans for additional resources; develops realistic action plans
• Adaptability
• adapts to changes in the work environment; manages competing demands; able to deal with frequent change/delays, or unexpected events 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Sit for long periods of time
• Climb stairs
• Occasionally stoop, kneel or crouch Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person