Contract Manager
Full Job Posting
Overall Focus
General Office Management
General Office Management
Administrative Assistance
Administrative Assistance
Contracts Management
Contracts Management
Risk Management
General Office Management
Key player in keeping everyone informed, prepared, and connected for disaster preparation or emergency situations, in collaboration with HR and Leadership daily call.
Key player in keeping everyone informed, prepared, and connected for disaster preparation or emergency situations, in collaboration with HR and Leadership daily call.
Keep city and county licenses up to date by arranging payment on due date.
Keep city and county licenses up to date by arranging payment on due date.
Keep team updated on building events/news and organize employee events; assist in all logistics and arrangements (including catering) of internal events such as meetings, trainings social events and celebrations.
Keep team updated on building events/news and organize employee events; assist in all logistics and arrangements (including catering) of internal events such as meetings, trainings social events and celebrations.
Supervise and manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
Supervise and manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
Develop and implement office policies by setting up procedures and standards to guide the operation of the office; ensure that results are measured against standards, while making necessary changes along the way.
Develop and implement office policies by setting up procedures and standards to guide the operation of the office; ensure that results are measured against standards, while making necessary changes along the way.
Facilitate conference rooms’ utilization.
Administrative Assistance
Properly maintain calendars of the Executive Management team; schedule meetings as required.
Properly maintain calendars of the Executive Management team; schedule meetings as required.
- Implement filing systems, maintain files up to date, ensure protection and security of files and records, and transfer and dispose records according to retention schedules and policies.
Implement filing systems, maintain files up to date, ensure protection and security of files and records, and transfer and dispose records according to retention schedules and policies.
- Perform review and analysis of special projects and keep the management properly informed.
Contracts Management
Issue and maintain commitments/procurement (subcontracts, professional services, and closed POs) – Contracts cannot be fully executed unless insurance and prequalification are in place .
Issue and maintain commitments/procurement (subcontracts, professional services, and closed POs) – Contracts cannot be fully executed unless insurance and prequalification are in place .
- Review all projects weekly to confirm they complied with weekly deliverables (daily reports, pictures, weekly safety checklists, toolbox talks, 3 weeks look ahead). Notify any non-compliance to the Project Manager, Superintendent and Business Unit Leader.
Review all projects weekly to confirm they complied with weekly deliverables (daily reports, pictures, weekly safety checklists, toolbox talks, 3 weeks look ahead). Notify any non-compliance to the Project Manager, Superintendent and Business Unit Leader.
Process badges for all personnel as required by each contract and maintain ongoing log.
Process badges for all personnel as required by each contract and maintain ongoing log.
Perform daily administrative tasks: screen phone calls, read and respond to emails and mail promptly, global calendar management, schedule meetings (including WebEx and onsite meetings) via Outlook, maintain contact with vendors and maintain filing system and cover the main phone line as needed.
Perform daily administrative tasks: screen phone calls, read and respond to emails and mail promptly, global calendar management, schedule meetings (including WebEx and onsite meetings) via Outlook, maintain contact with vendors and maintain filing system and cover the main phone line as needed.
- Update, organize and maintain the project management drive.
Update, organize and maintain the project management drive.
Maintain updated forms and procedures manual, such as the Operations Manual and Safety once a year. (Coordinated with Safety Consultant)
Maintain updated forms and procedures manual, such as the Operations Manual and Safety once a year. (Coordinated with Safety Consultant)
Maintain a database of most common contract MSA comments, including elevator.
Maintain a database of most common contract MSA comments, including elevator.
Maintain and update logs. Request and maintain all insurance certificates updates for all ongoing projects. Company certificates, licenses, and renewals. Coordinate and monitor compliance training to employees as per our training program, including but not limited to the safety meetings . Request and file all Subcontractor project’s bond. Record and track project bonds, when required. Global and project subcontract logs Badging: logs, applications, renewals, returns Prepare weekly manpower log every Friday for all Company laborer based on Project Manager and Superintendents needs. Update Operations Manpower log for PM’s, APM’s and Supers. Provide report as requested.
Maintain and update logs.
Request and maintain all insurance certificates updates for all ongoing projects.
Request and maintain all insurance certificates updates for all ongoing projects.
Company certificates, licenses, and renewals.
Company certificates, licenses, and renewals.
Coordinate and monitor compliance training to employees as per our training program, including but not limited to the safety meetings .
Coordinate and monitor compliance training to employees as per our training program, including but not limited to the safety meetings .
Request and file all Subcontractor project’s bond. Record and track project bonds, when required.
Request and file all Subcontractor project’s bond. Record and track project bonds, when required.
Global and project subcontract logs
Global and project subcontract logs
Badging: logs, applications, renewals, returns
Badging: logs, applications, renewals, returns
- Prepare weekly manpower log every Friday for all Company laborer based on Project Manager and Superintendents needs.
Prepare weekly manpower log every Friday for all Company laborer based on Project Manager and Superintendents needs.
Update Operations Manpower log for PM’s, APM’s and Supers. Provide report as requested.
Update Operations Manpower log for PM’s, APM’s and Supers. Provide report as requested.
Procore Management Create new projects in Procore. Complete all the fields and transfer the estimate folder and document folder for a unified template. Collect and enter in Procore (dates and attachments) all required insurance for all commitments. Audit active projects to confirm items are saved correctly into Procore and our file structure. Maintain vendor database. Add and remove users, clean up directory of duplicate contacts and companies. Create new projects. Organization of Project Files
Procore Management
Create new projects in Procore. Complete all the fields and transfer the estimate folder and document folder for a unified template.
Create new projects in Procore. Complete all the fields and transfer the estimate folder and document folder for a unified template.
Collect and enter in Procore (dates and attachments) all required insurance for all commitments.
Collect and enter in Procore (dates and attachments) all required insurance for all commitments.
Audit active projects to confirm items are saved correctly into Procore and our file structure.
Audit active projects to confirm items are saved correctly into Procore and our file structure.
Maintain vendor database.
Maintain vendor database.
Add and remove users, clean up directory of duplicate contacts and companies.
Add and remove users, clean up directory of duplicate contacts and companies.
Create new projects.
Create new projects.
Organization of Project Files
Organization of Project Files
Prepare and maintain meeting minutes, as needed.
Prepare and maintain meeting minutes, as needed.
Organize employee meetings; assist with logistics and arrangements.
Organize employee meetings; assist with logistics and arrangements.
Miscellaneous tasks such as: applications, and surveys
Miscellaneous tasks such as: applications, and surveys
- Assist with master contract renewals, filing and organization.
Assist with master contract renewals, filing and organization.
Ensure subcontracts are issued in accordance with company policies and owner contract requirements.
Ensure subcontracts are issued in accordance with company policies and owner contract requirements.
- Ensure that required bonds and insurance coverages are in place.
Ensure that required bonds and insurance coverages are in place.
Manage process of acceptance and execution by all parties.
Manage process of acceptance and execution by all parties.
Properly file executed contracts in Procore.
Properly file executed contracts in Procore.
Enter, track, and maintain status of subcontracts in accounting software (Acumatica).
Enter, track, and maintain status of subcontracts in accounting software (Acumatica).
Communicate with vendors regarding contract matters.
Communicate with vendors regarding contract matters.
Review and route for signature change orders, subcontracts, job request forms and any other documents requiring BUL or VP’s approval and signature.
Review and route for signature change orders, subcontracts, job request forms and any other documents requiring BUL or VP’s approval and signature.
Organize, file and confirm compliance with Owner Master Agreements. Set up calendar reminders to VP, BD, and Contracts Manager to follow up with renewals.
Organize, file and confirm compliance with Owner Master Agreements. Set up calendar reminders to VP, BD, and Contracts Manager to follow up with renewals.
Set up Master Subcontract Agreements with labor leasing companies and others.
Set up Master Subcontract Agreements with labor leasing companies and others.
Assist with execution of Change Orders.
Risk Management
Obtain and review insurance certificates and renewals for compliance with contract (Insurance Administrator)
Obtain and review insurance certificates and renewals for compliance with contract (Insurance Administrator)
Coordinate monthly safety meeting’s agenda.
Weekly Reports Due:
Print Commitments/Procurement log for all active projects with contract unexecuted (sub request date/contract issued/contract executed/comments of status) – Commitment log or Contracts Log.
Print Commitments/Procurement log for all active projects with contract unexecuted (sub request date/contract issued/contract executed/comments of status) – Commitment log or Contracts Log.
Print vendors without insurance – with commitments contracts log (Project reports/vendor insurance)
Print vendors without insurance – with commitments contracts log (Project reports/vendor insurance)
E-mail weekly manpower log to Business Unit Leaders, Project Manager and Superintendents.
E-mail weekly manpower log to Business Unit Leaders, Project Manager and Superintendents.
Print weekly field reports update.
Print weekly field reports update.
Print compliance report of document control consistency on active projects
Print compliance report of document control consistency on active projects
Print report of expiring insurance certificates.
Qualifications
- Bachelor’s degree.
Bachelor’s degree.
Three to five years of experience in the construction industry.
Three to five years of experience in the construction industry.
Five years in office management or related
Five years in office management or related
Proficiency in Microsoft Office and Adobe Acrobat.
Proficiency in Microsoft Office and Adobe Acrobat.
Good communication skills, both written and oral.
Good communication skills, both written and oral.
- Bilingual (English/Spanish) preferred.
Attributes for Success
Core values must match Thornton’s: Safety, Community, Empowerment, Quality and Service, Professionalism, and Accountability.
Must have strong organizational skills including the ability to prioritize, handle multiple projects simultaneously, and meet deadlines.
Must have strong organizational skills including the ability to prioritize, handle multiple projects simultaneously, and meet deadlines.
- Excellent interpersonal skills, communication skills and ability to maintain confidentiality.
Excellent interpersonal skills, communication skills and ability to maintain confidentiality.
- Must be proactive, detailed - oriented, and able to work with minimum supervision
About Thornton
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