Contract Coordinator

Contract Coordinator

Requirements

• Bachelor’s degree
• Two (2) years of experience with program administration, contracting or general administrative experience
• Equivalent combination of education and experience

Responsibilities

• Drafts and processes requests for solicitations for Architectural, Engineering, Construction Management and Design Build for approval and release.
• Prepares construction project and bid documents for public bid openings to include review and preparation of solicitations, project manuals, bid tab sheets, specifications, drawings, terms and conditions, and other documents as necessary. Checking for completeness and verifying accuracy.
• Communicates and consults with project managers and construction specialists regularly, assisting with improving communications with our customer and tracking project timelines.
• Processes change orders, renewals, approved pay applications or invoice transmitting them to the agency for payment.
• Enter projects, contracts, change orders, pay applications, notes, pictures, updates, and invoicing into the Unifier database.
• Prepares bid documents for bid opening according to policy. Records bids at bid opening.
• Uploads documents to the online plan room as needed.
• Reviews project bid tab for appropriateness for bid openings and work in conjunction with other contracting officers. Records bids at bid opening and uploads completed bid tab to online bidding site.
• Processes and updates Peoplesoft purchase orders as needed to correspond to the contract document.
• Processes construction contracts and routes to vendors for signature requesting bonds and insurance when applicable.
• Reviews returned contracts from vendor, routes for signatures and sends email or calls to request any information missing from vendor. Upon receipt of the signed contract, processes according to procedures creating a Notice to Proceed and Purchase Order as needed for signature by the Director or designee.
• Serves as back-up for the mail, phone, open records requests, on-line bidding, solicitations to newspapers for advertisement, and other contract coordinators.
• Communicates effectively in all areas of communication, (i.e., email, telephone, in person, etc.). Corresponds with agencies, vendors, consultants and the public via phone, letters, and email, dispensing information to assist with problems, questions, and/or fulfilling requests. Disseminates accurate information or assists in locating the correct information, consistent with Title 61 and OAC 260.
• Responsible for tracking construction project invoices and reporting. Contacts using agency on any aging invoices and provides reports.
• Scan all documents to project folder in shared drive as needed to include contracts, insurance, bonds, emails, correspondence, transmittals, and pay applications.
• Other duties as assigned.

Preferred Qualifications

• Knowledge of Peoplesoft is a plus.
• Good communication skills.
• All Microsoft products.
• Unifier or similar database knowledge.