Contract Document Specialist
Jacob & Martin, LLC is seeking a Contract Document Specialist with at least two years of related experience. We are looking for a talented, creative & motivated professional who wants to be part of a growing, dynamic team.
Required Qualifications:
- Proficient in Windows, MS Word, Excel, Outlook, Adobe Pro
- Must have strong organizational, leadership, and interpersonal skills
- Excellent oral and written communication skills
- Must be able to multi-task and pay attention to details
- Excellent proofreading skills
- Ability to communicate information accurately and meet deadlines
- Ability to work with minimal supervision
- Discretion when dealing with confidential information
- Work as a team member on major projects
Roles and Responsibilities – Contract Document Specific
- Assists with project set-up (QAQC).
- Creates one-page and short form agreements using Quickbase and learns about other agreement types as time permits
- Creates draft Commercial, Local and TDA contract documents
- Creates executed Commercial, Local and TDA contract documents
- Creates contract award letters for executed documents using Quickbase
- Creates and finalizes AIA documentation for architectural staff.
- Creates bid tabulation and bid summary spreadsheets using MS Excel
- Assists with organizing and maintaining project files.
- Prints, binds, and prepares contract books for signature
- Proofreads documents and reports/fixes any mistakes as needed using the contract document proofreading checklist
- Posts and distributes addendums after review by Document Specialist II or Section Manager.
- Sends project documentation to newspapers for publication and tracks to ensure publication compliance.
- Creates and posts project documentation on company website after review by section manager or project engineer.
- Updates section manager on inquiries from owners or contractors to ensure appropriate and timely responses.
- Updates section manager on work completed for each task to ensure project notes are complete.
Roles and Responsibilities – Reception Backup and Miscellaneous Tasks
- Serves as primary reception backup for PTO needs.
- Serves as primary phone backup for reception (calls roll to phone before being forwarded to other administrative staff).
- Provides back up to the receptionist for shipping, data entry of company vehicle, safety training information, and RPR Log maintenance.
- Maintains inventory spreadsheet for various types of document production supplies.
- May be responsible for creating, compiling, maintaining inventory of, and distributing marketing materials, reports, sales data, planning and/or participating in meetings and events, and maintaining databases.
- Other clerical/administrative duties as assigned.
- Assists receptionist with archiving preparation of company documentation.
- Assists Office Manager and Marketing Manager as needed.
Education and Experience:
- College degree or equivalent work experience
- Experience in the Engineering, Architectural and/or Construction Industry is preferred
Benefits: