What are the responsibilities and job description for the Bid/Contract Administrator position at Hemphill Construction Company?
General Summary of Position:
Responsible for all activities necessary to prepare new bid packages, maintain bid reports, contracts, create and maintain job files, and a variety of administrative duties as assigned by project management.
Essential Functions:
(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is illustrative ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.)
- Assist with construction bid paperwork.
- Assemble contract bonds and insurance projects as they are awarded.
- Assist all project managers with various tasks as needed, such as preparing copies of submittals, typing letters, and shipping documents and items to engineers and vendors.
- Maintain job files digitally and in hardcopy.
- Coordinate preparation for bids to include business licenses, bid bonds, file quotes, prepare bid packages for submittal, set up & maintain job files.
- Provide bidding report weekly and collecting bid tabulations.
- Notarize documents as needed.
- Provide back-up support to the office manager as needed..
- Provide support to management as needed.
Required Knowledge, Skills and Abilities:
- Ability to analyze information with attention to detail and emphasis on accuracy.
- Must be able to communicate in a professional manner with internal and external personnel.
- Must be willing and able to maintain employee confidence and protects confidential information.
- Understanding of generally accepted accounting principles.
- Ability to prioritize various assignments which may be in progress simultaneously,
- Ability to work independently, as well as, collaboratively with other departments.
- Proficient in Microsoft Office and data entry, particularly Excel,
- Ability to meet attendance schedule with dependability and consistency.
Required Education, Training and Experience:
- High school diploma or equivalent (GED) required; Associates Degree in Business, Accounting or a related field preferred.
- 3 years of administrative, accounting or office experience required.
- Ability to acquire and maintain a Mississippi Notary.
- Vista by Viewpoint experience would be beneficial.
Work Environment:
- Regularly works in an inside office setting with minimal exposure to outside conditions.
- Must be able to lift, push, pull or carry objects up to 20 pounds; sit for long periods.
- Requires good manual dexterity (hand, hand with arm, two hands) and multi-limb coordination.
- Noise level is generally quiet.