Contract Administrator

POSITION SUMMARY:

Remington & Vernick Engineers is in search of a charismatic individual to join our team as a contract administrator. This position will provide critical support primarily to the Cape Atlantic offices. This individual must be able to multitask, work well under pressure and function as a team player. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles confidential and sensitive information. Deals with external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize workload.

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Schedules and organizes complex activities such as meetings, education, conferences and department activities for all members of the department.
• Manages multiple contracts from start to finish for municipal, subconsultant, private client, and special projects. Responsible for documentation and data integrity.
• Establishes, develops, maintains and updates project filing system for the department. Retrieves information from files when needed. Ability to understand when to enlist the efforts of client representatives and senior management to accelerate the collection process.
• Discussing terms and conditions with internal and external partners, such as vendors, contractors, suppliers, and clients.
• Coordinates projects with inspectors, engineers, project managers, and external partners.
• Establish and maintain effective and cooperative working relationships with co-workers and clients. Works in cooperation with other assistants to cover phones, manage correspondence, and perform other clerical duties.
• Types and designs general correspondences, memos, charts, tables, graphs, schedules, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Provide information to billing department for chargeable projects related to RFP’s, contracts, grants, and client requirements for invoicing. Coordinate with Finance for payment of invoices, requests for purchase orders, and check requests.
• Formation and distribution of all design / inspection correspondence.
• Helping to resolve disputes and conflicts.
• Preparation and verification of all pay certificates, change orders, and submittal logs.
• Reviews and verifies daily inspection reports. Tracks quantities and pay items. Ensures accuracy and consistency between field documentation, photos, GIS data, and funding requirements.
• Manages and administers grant funding from various agencies for multiple projects. Completes all tasks in accordance with the funding requirements. Utilizes web-based platforms and other systems as required by the funding agency.
• Manages and processes street opening permits for multiple municipalities. Conducts field verification of street openings to ensure compliance with permit requirements.
• Functions as the primary coordinator and data source for multiple lead service line replacement projects in various municipalities. Implements and follows standardized protocols across all projects. Ensures all documentation is organized and verifiable.
• Maintains and updates the master lead service line tracking database for various projects.
• Validates pipe material determinations for various lead service line replacement projects based on field evidence and documentation. Confirms photo documentation requirements are met.
• Tracks property owner outreach and compliance documentation for various lead service line replacement projects, including access agreements, refusals, access attempts, and required notices.
• Prepares and reviews data summaries and reports for the NJDEP, NJ I-Bank, EPA for various lead service line replacement projects. Identifies data gaps, inconsistencies, or compliance risks and flags them for corrective action.

COMPETENCIES:

• Technical Capacity.
• Personal Effectiveness/Credibility.
• Thoroughness.
• Collaboration Skills.
• Communication Proficiency.
• Flexibility.
• Stress Management/Composure.

KNOWLEDGE, SKILLS and ABILITIES:

• Ability to complete work on schedule with extreme accuracy and detail
• High degree of self-motivation and independent decision making with exemplary follow up skills
• Solid organizational skills with ability to prioritize tasks and manage time
• Excellent interpersonal skills; Excellent communication skills (written and verbal)
• Ability to work in a fast-pace environment
• Possess understanding and functional knowledge of business correspondence
• Proficient systems knowledge: Microsoft Office, Outlook, Excel, Word, PDF Reader
• Internal Software knowledge a plus: Deltek Vision Accounting and/or a Project Management Software System

SUPERVISORY RESPONSIBILITY:

This position has no supervisory responsibilities.

EDUCATION/EXPERIENCE:

High school diploma.

Three years of administrative experience.

CERTIFICATIONS/LICENSES REQUIRED

Valid Driver’s License

In addition to base salary, Remington & Vernick Engineers offers a comprehensive and competitive benefits package. Benefits include:

• Medical, dental, and vision insurance
• Short-term and long-term disability insurance
• Life insurance
• 401(k) retirement plan
• Paid holidays and paid time off (PTO)
• 12 weeks of paid parental leave for birthing parents
• Supplemental bonding leave for non-birthing parents in states that do not offer a paid family leave program
• Wellness program
• Tuition reimbursement
• Support for professional development and credentialing

This position is subject to a background check, in accordance with company policy and applicable laws. Employment is also contingent upon verification of eligibility to work in the United States.

At Remington & Vernick Engineers, our compensation and benefits philosophy reflects our core values - Drive, Integrity, Initiative, Respect, and Service. We celebrate achievement, encourage personal and professional growth, and believe that enjoying your work and building strong relationships with your team and clients are key to long-term success. We foster a high-performance environment that thrives on camaraderie, collaboration, and shared wins.

EEO STATEMENT:

This company is an Equal Opportunity Employer. We invite resumes from all qualified, interested parties, regardless of race, gender, national origin, religion, sexual orientation, disability, age, or any other protected classification under national or local law.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. We are an At Will employer.