What are the responsibilities and job description for the Contract Administrator position at Pioneer Companies?
Contract Administrator
Job Summary:
This individual is responsible for assisting the Director of Property Management, Director of Construction Management, Property Manager(s), Assistant Property Managers, and Construction Managers in maximizing the performance of Pioneer’s portfolio of managed properties.
Duties/Responsibilities:
Contract Administration:
- Coordinate all property management related Service and Preventive Maintenance Agreements and Purchase Orders with assigned Property Manager(s) following Pioneer procedures.
- Coordinate with Property Manager(s) to review scopes of work and prepare bid packages.
- Assist Property Manager(s) in analyzing bids.
- Prepare contract documents for review, approval, and signature.
- Monitor terms and contract expiration dates to ensure that renewals are initiated in a timely manner.
- Monitor vendor insurance to ensure compliance with contract terms.
- Request W-9 and insurance for new vendor/contractor. Set up new vendor/contractor in Yardi.
Incident Reporting and Insurance Administration:
- Assist all Property Managers with the coordination and record-keeping for all property damage and liability incidents.
- Report all property damage and/or incident reports to Owner’s and PMG’s insurance carrier as applicable.
- Track and record all communications regarding claims through completion.
- Request and review renewal insurance certificates for compliance and request revisions if necessary. Upload to Yardi.
- Upon request, review insurance certificates for compliance.
- Upon request, contact Insurance Broker for insurance certificates to be provided for permits.
Tenant Improvement Construction and Capital Projects:
- Assist Construction Manager with construction management proposals and 3rd party work authorizations.
- Assist Property Manager(s) and Construction Manager(s) in developing the following:
- Bidding (including but not limited to maintaining bidders list, complying bid information, sending bids for multiple scopes of work, tracking bids and RFI’s.
- Issue contracts, purchase orders, and change orders for execution by Contractor & Owner.
- Maintain project files in SharePoint and hard copy for compliance.
- Tracking and maintaining submittal logs.
- Monitor vendor insurance to ensure compliance with contract terms.
- Perform accounting functions related to construction:
- Determine time & billing set rates based on property management and construction agreements and request new project setup in Replicon.
- Set up new projects in Yardi; enter budget, contract, purchase order and change order commitments, prepare invoices for approval by Project Manager(s) including obtaining lien waivers and maintaining control logs; prepare PMG invoices for construction fees; issue checks and lien waivers for mailing, prepare 3rd party payment applications to meet 3rd party deadlines, track PMG yearly profit based on time & billing and construction management fees and run job cost reports by project for Construction Manager review and distribution for monthly construction meeting. Monitor receipt of 3rd party payments.
- Handle accounting discrepancies.
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Pay: $24.00 - $29.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid jury duty
- Paid time off
- Vision insurance
Work Location: In person
Salary : $24 - $29