Contracts Administrator / Document Control Specialist

Position Purpose

Keeps the paper straight. Owns contracts, change orders, submittals and the single controlled document repository so that no one builds from a superseded drawing and no claim is lost for want of a record.

Key Responsibilities

• Administer contractor and vendor agreements, including scope, insurance certificates, lien waivers, retainage and payment applications.
• Log, route, track and close submittals, requests for information, and technical queries against committed response dates.
• Operate the controlled document system so that only current revision drawings and specifications are in the field, and superseded copies are removed.
• Prepare and track change orders, back charges and claim notices within contractual time limits.
• Maintain the government and regulatory submittal register, including transmittal records and approval status.
• Assemble and issue the project record set, including as builts, operation and maintenance manuals, warranties and spare parts lists.
• Support procurement with purchase order administration, expediting and delivery tracking.

Required Qualifications

• Five or more years of contracts administration or document control on capital projects.
• Strong command of a document control platform such as Procore, Aconex, SharePoint or equivalent.
• Precise written communication and unusually strong attention to detail.
• Comfort holding contractors to contractual notice periods.

Preferred Qualifications

• Experience with federal or state contract reporting requirements.
• Notary commission.