Contracts Compliance Administrator

Job Title: Contract Compliance Administrator

Job Summary:

The Construction Contract Administrator is responsible for managing construction contracts, ensuring compliance with company policies, and supporting the bid process. This role involves generating contracts when not provided by clients, creating subcontracts for lower-tier subcontractors, and ensuring the presence of fully executed contracts for all projects. The administrator also coordinates certificates of insurance, applies for bonds, maintains vehicle and equipment compliance and licensing, and assists Operations with ad hoc assignments.
This will be on-site in our Signal Hill, CA office, only local candidates will be considered.

Duties/Responsibilities:

Contract Management: Generate and administer construction contracts, including creating subcontracts for lower-tier subcontractors. Ensure all projects have fully executed contracts.
Compliance Coordination: Coordinate certificates of insurance, apply for necessary bonds, and maintain compliance and licensing for vehicles and equipment.
Bid Process Support: Assist the Estimator and Project Managers throughout the entire bid process, from identifying opportunities to submitting bids. Understand bid requirements, coordinate with various departments to gather necessary information, and ensure compliance with all bid deadlines and requirements.
Operational Assistance: Provide support to Operations with ad hoc assignments as needed.
The Construction Contract Administrator plays a crucial role in ensuring the smooth administration of construction contracts and supporting the company's bidding efforts, contributing to overall project success and compliance.
Bid Proposal Compilation:

• Prepare bid documents for review by the Estimating and Project Managers.
• Manage access to and download documents from local, state, and federal procurement portals.
• Prepare pre-qualification documents for project bidding and client teaming.
• Assist with the preparation of marketing/promotional materials.
• Assist with the coordination of company outreach events (trade shows, field days, networking events).
• Assist with completing bid packages.
• Perform other duties as assigned.

Certificates of Insurance:

• Obtain and maintain recordkeeping of up-to-date certificates of insurance from all subcontractors.
• Verify insurance coverage meets company requirements.
• Track expiration dates and request updated certificates as needed.

Bonds Management:

• Request and manage all required construction bonds, including bid bonds, performance bonds, and payment bonds.
• Complete Bond Request forms and submit required documentation (contract) and submit to the bonding company.
• Upon receipt coordinate signature and seal by GD President. Provide to Project Manager/Project Accountant for submission to the requesting party.
• Upon contract completion communicate and provide final date and contract amount to bonding company to release the bond.
• Maintain records of all bonds and monitor their status throughout the project lifecycle.

Vehicle and Equipment Compliance:

• Ensure all company vehicles and equipment comply with federal, state, and local regulations.
• Manage vehicle and equipment licensing, registration, and inspection processes.
• Maintain accurate records of compliance status and renew licenses and registrations as required.
• Implement and monitor compliance programs to ensure adherence to safety and legal requirements.
• Conduct regular audits to ensure ongoing compliance with all relevant regulations.

Documentation and Reporting:

• Maintain organized and accurate records of all contracts, insurance certificates, bonds, and compliance documents.
• Prepare and submit regular reports to management on contract status, compliance issues, and any outstanding requirements.
• Assist in the preparation of project documentation for internal and external audits.

Communication and Coordination:

• Collaborate with upper management and other departments to resolve contract-related issues.
• If requested, provide training and support to project teams on contract compliance and administrative procedures.
• Other duties as assigned.

Required Skills/Abilities:

• Highly organized with excellent attention to detail.
• Strong ability to manage multiple tasks simultaneously.
• Effective communication and interpersonal skills.
• Proficiency in Microsoft Office, especially Excel and Word; PowerPoint proficiency is a plus.
• Time management skills with ability to meet deadlines.

Education and Experience:

• High school diploma or GED. Further education in Construction Management and/or Business Administration, or relative field, Preferred.
• Minimum of 3-5 years of experience in construction contract administration or a similar role.

Working Conditions:

The physical and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

• While performing the duties of this job, the employee is required to walk, use hands to finger, handle objects, tools, or controls; reach with hands and arms; balance; stoop; bending or crouching; talk or hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Some lifting of files, opening cabinets.
• Bending or standing as necessary.

Work Environment:
Normal indoor office environment.
This description is not intended to be, nor should it be construed as an all-inclusive list of responsibilities, skills or working conditions associated with the position. It is intended to accurately reflect the activities and requirements of the position, but duties may be added, deleted, or modified, as necessary. This description does not constitute a written or implied contract of employment.

Review the Benefits associated with this position: https://www.sealaska.com/benefits/
Salary Range: $80,000.00 - $95,000.00

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