Subcontracts Administrator

Location: Nashville, TN

Yates is proud to be an industry leader. To be a top of class organization, Yates is dedicated to hiring individuals who understand the importance of safety; instills integrity in all aspects of their lives; are passionate about what they do; and committed to providing value to our clients.

General Position Summary:

Assist the Controller, Compliance Manager, and other team members who cooperatively make general work assignments outlining overall objectives and requirements. Provides a high level of administrative support to the Project Teams in the areas of contract administration and accounting. Complete various projects and perform general office support as assigned. Create and maintain a customer service culture, delivering a high level of service to our internal and external contacts.

Essential Functions/Major Responsibilities:

• Organize, prepare, submit and track subcontracts and change orders, supply agreements, purchase orders and purchase order change orders.
• Organize and control job specific Subcontractor/Vendor files.
• Monitor subcontractor insurance, bonds and start/end dates in Viewpoint and filing system.
• Obtain New Vendor Setup forms from new vendors to be set up in Viewpoint.
• Attend 2-Day Preconstruction, Out of the Gate, Close the Gate, and other necessary meetings.
• Assist Project Manager with Subcontractor monthly Pay Applications via Textura for approval by Project. Ensure all compliance requirements are current and updated. Review and confirm required sworn statements and required releases are obtained and uploaded to Textura.
• Serve as a liaison between estimating, accounting and external parties, suppliers, and subcontractors.
• Assist Controller and Project teams with tracking payables and receivables.
• Performs a variety of administrative duties as needed.

Job Scope:

Performs duties independently with minimal supervision, operating from specific and definite directions and instruction. This job is somewhat routine with some variations in tasks. This job has varied work situations. The complexity of this job is high with high attention to detail. Set duties are performed with minimal supervision and assigned tasks are supervised more as needed. This position requires the ability to prioritize assignments. Decisions are of a routine nature made within prescribed operating guidelines, policies and procedures. Mistakes/errors may result in work stoppage, loss of business and/or poor customer relations, all of which can have negative financial implications for the organization. Errors in judgment would most commonly affect clients and employees in our establishment.

Interpersonal Contacts:

Has regular contact with others inside the organization. External interactions are made at the employee’s own initiative. There is frequent exchange of confidential/sensitive information with internal customers necessitating a high degree of discretion. Has both internal and external contacts. The most common internal contacts are with own department staff and own supervisors, as well as the accounting, human resources and risk management departments. The most frequent external contacts are with subcontractors and suppliers. All interactions involve information exchange and problem solving. Contacts are made as a result of regular, ongoing duties. 80% of the contacts are over the phone and 20% of the contacts are face to face. Approximately 30% of all contacts are with external customers while 70% are noncustomers or internal customers. Dealings with contacts must always be handled in a professional manner.

Specific Job Skills:

• Ability to read, write, speak and understand English.
• MS Excel, Word & Outlook knowledge required.
• Excellent communication skills (verbal and written) required.
• Organizational and filing skills required.
• Flexibility, reliability, and the ability to focus required.
• Ability to multi-task and prioritize required.
• Conflict resolution skills are necessary.
• Ability to operate office machinery (copier, fax machine, postage meter, etc.)
• Physical ability to use telephone, operate computer and keyboard, sit for continuous periods of time, and carry/lift items up to 15 pounds occasionally.

Education and/or Experience:

• High school education or equivalent.
• Bachelor’s degree preferred. Preference for field of study in accounting, business, construction, architecture, or engineering.
• Construction experience preferred.

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EOE/Vets/Disabilities/M/F

Yates performs work throughout the United States and relocation is sometimes required for continuous employment opportunities.