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Contract Administrator

Company: Shea Properties
Location: Aliso Viejo
Posted on: February 25, 2021

Job Description:

Shea Properties is always looking for talented people who are interested in beginning or continuing their careers in real estate. With a portfolio that includes 10,00 apartment units and 6--million square feet of commercial space in California, Colorado and Washington-and an amazing pipeline of future projects-Shea Properties can help you find your awesome. Our associates love the collaborative, supportive, family-friendly work environment. Our leadership team encourages input at all levels and embodies Shea's Core Values of Honesty and Integrity, Respect for Others, Teamwork and Competitive Spirit. Learn more about us on-- WorkWithShea.com-- and follow the--VIEW ALL JOBS--link to apply. Decription-- The Contract Administrator is responsible for administrating the completion and execution of Facilities and Property Contracts, including all Insurance requirements and supporting the administration needs of the department.-- The ----------------Contract Administrator, as with all Shea team members, is expected to conduct himself / herself in a professional manner that is consistent with Shea Core Values and the Business Ethics, Employee Conduct and Confidentiality policy. Job Duties

  • Receives all proposals and contracts in the apartment portfolio.
  • Keeps track of all proposals WO's, CO's & PO's and categorizes in proposals library.
  • Keeps status of all contracts through entire process from initial contract package through final signature.
  • Receives all contracts back after initial contract package.
  • Maintains files for original contracts.
  • Notifies appropriate people when a signed contract has been returned.
  • Prepares a checklist/cover sheet for each contract to inform reviewer of non-standard items. Discuss with Management and/or legal before accepting any changes.
  • Reviews client generated contracts and advises Facilities Director of terms.--
  • Manages subcontractor/vendor contract process to ensure proper contracts and insurance certifications issued.
  • Monitors insurance for clients and vendors to ensure proper certificates issue to client and to company from vendor.
  • Ensures all outside contracts contain appropriate language to ensure legal protection to the company.
  • Processes all change orders or amendments to contract and ensures that the appropriate parties are notified.
  • Tracks all project closing to initiate closed project procedures.
  • Other Administrative Tasks
  • Generates request for bids and establishing contact with existing and new vendors.--
  • Prepare simple to complex contracts, agreements, memorandums, work orders, PO's and change orders.
  • Mail or distribute all documents via DocuSign to vendors and properties.--
  • Track, maintain and supervise vendor qualifications and insurance requirements with company's insurance compliance through RealPage system.
  • Issue regular report of vendor insurance status and initiate re-qualification if needed.
  • Assist in coordinating schedules with vendors, Facilities Department and onsite staff.--
  • Maintain and organize all files.
  • Assist Facilities Department to properly code and route invoices to accounting department for payment.
  • Provide administrative support to the Facilities Department as well as other inter-office departments. Technical/Professional Knowledge (Knowledge/Skills, Education, and Experience)
    • Excellent written and verbal communications skills
    • Positive, energetic, intelligent and innovative attitude
    • Motivated self-starter
    • Ability to produce quality work with a high level of excellence
    • Proactive willingness to support team initiatives
    • Must be proficient in Microsoft Office Suite: Word, Excel, Power Point, etc.
    • Highly organized and detail oriented
    • Understanding of contracts and the contract process
    • College degree preferred but not required The Contract Administrator works at the corporate office and interfaces with external/internal customers and vendors on a regular basis. Hours are usually scheduled from 8 a.m. - 5 p.m. or 9 a.m. - 6 p.m. However, the Contract Administrator should be flexible with availability depending on the needs of the department. Physical Requirements While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands, reach with hands and arms, stoop, kneel, talk, hear, and use a telephone and personal computer. May be required to lift and/or move up to 25 pounds. Must be able to occasionally drive during the course of work. Shea Properties is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

Keywords: Shea Properties, Aliso Viejo , Contract Administrator, Other , Aliso Viejo, California

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