Description

Job Summary:

The Service Contract Administrator is a team member in the Contracting Division, which provides support to property managers, Regional Managers and other Royal American personnel. The position requires strong computer skills, particularly in Microsoft Outlook, Word and Excel. The Service Contract Administrator will handle multiple projects at any given time and will be familiar with all scopes of work for services being provided by outside vendors at the properties in the Royal American portfolio. The position requires frequent communication with field personnel, corporate office personnel, owners and vendors. This is a summary and is not meant to include all activities that may be required to successfully perform in this job.

Incumbent is expected to have excellent attendance and communication skills, possess the ability to build lasting business relationships, and exhibit professionalism.

Essential Job Duties and Responsibilities:

• Solicit vendors for services to be performed at properties in RA portfolio
• Collect bids for Regional Manager, Vice President and/or Owner approval
• Confirm vendor selected is in good standing and fully compliant with all Vendor Compliance requirements
• Write contracts according to service requested
• Obtain all needed signatures on contracts
• Provide copies of fully executed contracts to Regional Manager and property manager
• Scan & file executed contracts
• Update Service Contract Status Report; distribute to Regional Managers and Vice Presidents.
• Track all service contracts according to expiration date
• Prepare contract-related correspondence (Contract Award, Notice of Contract Renewal, Notice of Contract Cancellation, Cure Notices, and Memoranda to property managers)
• Solicit and analyze bids for repair work not included in Statement of Work (lift stations motors, domestic backflows, etc.)
• Prepare Authorization to Proceed for services not included in Statements of Work
• Assist in set up of service contracts for newly built or takeover properties
• Periodic audit of invoices from vendors to confirm proper invoicing and payment
• Communicate with administrative support personnel, Regional Manager or vendors regarding service-related billing and performance
• Provide needed documents to various RA personnel when due diligence lists or budgets are being prepared
• Notify vendors when properties will no longer be under Royal Americans management and provide information on new management company taking over
• Collect current service provider information when new properties are brought online; convert previous contracts to RAM contracts
• Sort and distribute departmental mail

Knowledge, Skills and Abilities (KSAs):

• Comprehend complex contract documents
• Comprehend Scopes of Work and Vendor/Subcontractor proposals
• Prepare comprehensive contract documents
• Work under multiple time constraints
• Operate office machinery

Education and Experience:

• High School Diploma or equivalent
• Some experience with contract documents a plus

Physical Demands:

• Must be able work with a computer for a minimum of 7 hours daily either standing or sitting
• Must be able to read printed materials and computer screen with or without MS or other software accessibility functions
• Must be able to accurately enter formulas in Excel spreadsheet
• Must be able to write proficiently in a manner that all who read the printed material will understand
• Must be able to effectively communicate in e-mail, by phone, or in person during the course of the workday

Qualifications