Contract Review Clerk

Essential Duties and Responsibilities:

The Contract Review Administrative Clerk provides administrative support for the review, processing, tracking, and maintenance of construction contracts and related documentation. This position helps ensure contracts and supporting documents are complete, accurate, properly routed for review and approval, and maintained in accordance with company procedures. The position works closely with project management, accounting, administrative personnel, customers, vendors, subcontractors, and other internal departments. Responsibilities include, but are not limited to:

• Receive, organize, and perform an initial administrative review of owner contracts, subcontracts, purchase orders, service agreements, change orders, amendments, and other construction-related agreements.
• Review contract documents for completeness, accuracy, required attachments, signatures, dates, insurance requirements, payment terms, retainage provisions, and other information identified by established company contract-review procedures.
• Identify missing information, discrepancies, non-standard provisions, or other contract concerns and route them to the appropriate manager or authorized company representative for review and approval.
• Track contracts throughout the review and approval process and follow up with appropriate internal and external parties regarding outstanding documents, approvals, signatures, or required information.
• Maintain accurate contract logs, electronic files, executed agreements, amendments, change orders, correspondence, and other supporting documentation in accordance with company recordkeeping procedures.
• Coordinate and maintain required contract compliance documentation, which may include certificates of insurance, bonds, licenses, W-9 forms, lien waivers/releases, tax documentation, and other project-specific requirements.
• Enter and maintain contract, customer, project, and related information in company accounting, project-management, document-management, or other business systems.
• Communicate professionally with customers, contractors, subcontractors, vendors, project managers, accounting personnel, and other company representatives regarding contract documentation and administrative requirements.
• Assist with contract-related correspondence, forms, reports, spreadsheets, tracking logs, and other administrative documentation.
• Monitor contract-related deadlines, expiration dates, outstanding documentation, and other administrative requirements and communicate needed follow-up to the appropriate personnel.
• Coordinate with Accounting and other departments regarding contract information necessary for billing, payment processing, job setup, and financial administration.
• Receive customer checks and other authorized payments and accurately deposit or process those funds to the appropriate company bank account, division, job, customer account, or general ledger designation in accordance with established accounting procedures and internal controls.
• Maintain accurate documentation and records of deposits and provide deposit information and supporting documentation to Accounting for reconciliation and recordkeeping.
• Safeguard checks and other financial documents while in the employee's possession and promptly report discrepancies or questions to the appropriate accounting or management representative.
• Assist with project and contract closeout by confirming required administrative documentation has been received, properly filed, and routed to the appropriate personnel.
• Maintain confidentiality of contract terms, financial information, customer information, and other sensitive company or project information.
• Follow established company procedures and authorization requirements and refer contractual, legal, insurance, financial, or risk-related questions outside the position's authority to the appropriate manager or professional.
• Perform other job-related duties as assigned that are consistent with the purpose of the position.

Education and/or Work Experience Requirements:

• High school diploma or equivalent required; associate degree in business administration, accounting, construction management, or a related field preferred.
• One to three years of administrative, contract administration, construction office, accounting, accounts receivable, or similar business experience preferred.
• Construction-industry experience and familiarity with construction contracts, purchase orders, change orders, certificates of insurance, lien waivers, and related project documentation preferred.
• Ability to review detailed documents for completeness, accuracy, discrepancies, and compliance with established procedures.
• Strong attention to detail, organization, follow-through, and ability to manage multiple contracts, documents, deadlines, and priorities simultaneously.
• Proficiency with Microsoft Word, Excel, Outlook, and electronic document-management systems; experience with construction accounting, ERP, or project-management software preferred.
• Ability to accurately enter, retrieve, maintain, and reconcile contract and financial information.
• Ability to handle checks, deposit information, financial records, contract terms, and other confidential information with accuracy, discretion, and appropriate internal controls.
• Strong written and verbal communication skills and the ability to work professionally with employees, managers, customers, contractors, subcontractors, vendors, and other business contacts.
• Ability to follow established procedures, recognize matters requiring additional review, and escalate questions or discrepancies to the appropriate individual.

Physical Requirements:

The physical requirements listed are representative of those needed to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly uses a computer, phone, copier, scanner, and other standard office equipment to perform contract and administrative duties.
• Frequently performs work in a stationary position while reviewing contracts, entering information, processing documents, and maintaining electronic records.
• Regularly communicates with employees, customers, contractors, subcontractors, vendors, financial institutions, and other business contacts to exchange accurate information.
• Occasionally moves within the office to access files, office equipment, meeting areas, and other work areas.
• May occasionally travel locally to a financial institution or other business location to complete authorized deposits, deliver documents, or perform other assigned administrative responsibilities.
• Occasionally lifts, carries, or moves office files, documents, supplies, or materials weighing up to 25 pounds.
• Uses visual attention and accuracy to review detailed contract language, financial information, checks, deposit records, computer systems, and other business documentation.

Stewart Richey provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Relocate:

• Bowling Green, KY 42101: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20