Contracts Administrator

The Contracts Administrator supports the staff, union and non-union, under the APi HVAC Shared Services umbrella that includes 4 operating companies (1200 employees). The 4 operating companies under the Api Group umbrella are Metropolitan Mechanical Contractors (MN), NAC Mechanical & Electrical Services (MN), Grunau (WI) and Tessier’s (SD). This on-site position will be based at our Grunau office in Oak Creek, WI.

As Contracts Administrator, you will be the primary administrator (owner) of the process flow and related documents including active in the completion of tasks in the process flow related to project setup and contractual documents. Process customer documents and other documents as required, following company policies and procedures and within the limits of delegation of authority as established by the Company. Work directly with the other Shared Services and administrative team members to support administrative, accounting and execution of our Company goals and objectives.

Responsibilities and Accountability:

• Entry of Jobs into COINS accounting software. (New jobs, change orders, budgets, units, hours, job closing activities).
• Obtain all needed contract documents for review and execution; including bonds, COI, tax exemption Certificates for exempt projects, and other documents as needed.
• Process (complete and obtain information) include return of documents as required and filing.
• Maintain logging of contracts and status in Power App and periodic reporting for bi-weekly updates.
• Obtain COI for contracts. Primary POC to external agent for COI, questions, and annual renewals.
• Timely and accurate, clear, and concise response with/to internal and external communication
• Maintenance of integrity (timely and accuracy) of contract information for Projects within the Power App and SharePoint tracking systems, COINS ERP, and the filing of Contract documents.
• Responsible and accountable for processing in accordance with policy and procedures, forms, checklists including SOX requirements.

Qualifications/Skills:

• Smart, adaptive leaner with great positive attitude and good customer service skills.
• Excellent keyboard, formatting, and computer skills in Microsoft Office software and SharePoint.
• Experience with COINS highly preferred.
• Knowledge of construction projects delivery and contracts, contract legal language si preferred.
• Makes independent judgments after learning and understanding practices and procedures.
• Meticulous, with excellent communication, written, verbal, interpersonal, and analytical and math skills.
• Multi-task with frequent interruptions demonstrating initiative and good judgment.
• Self-motivated, proactive, excellent communication, interpersonal, and organizational skills, able to prioritize on what is best for the company, and thus work with minimum supervision.
• Very reliable with ability to complete tasks without need for follow up and communicate results.
• Ability to work as part of a team to achieve the Company’s overall goals.
• Interested in personal and professional growth and willing to personally invest in development.

Specific Requirements:

• 2-year Associate’s degree or a 4 year Bachelor’s degree or equivalent applicable experience.
• Previous experience in administrative roles (2-4 years minimum)
• Open cube office work environment.

BENEFITS: Medical, Dental, Life Insurance, Short Long-Term Disability, Matching 401K, Profit Sharing, Opportunity to participate in Employee Stock Purchase Program.

STATEMENT: HVAC Services is an Equal Opportunity Employer. We encourage Minorities, Women, Protected Veterans and Individuals with Disabilities to apply.