Purchasing Contract Administrator
hace 14 días
Ontario
Job Description SUMMARY: Reporting to the VP Multi Family Construction and Purchasing, the Purchasing Contract Specialist will be responsible for assisting in activities that provide full-time support to the Purchasing department. Maintaining all files, project correspondence, and contracts, issue, track, and file contracts, change orders and purchase orders. Assist the Purchasing department and Division as needed. As knowledge and skills grow, this role may gradually take on responsibilities with greater complexity. DUTIES AND RESPONSIBILITIES: Contract Administrator – Onsite and Land Development • Work closely with and assist the Purchasing Agents for all contracting, • Facilitates trade applications including but not limited to the following: timely execution of vendor setup; maintains communication to obtain contracts, insurance documents, and business licenses, • Maintain electronic project files, contract files, sub‐lists, and packets, • Perform audits on contract and insurance files to confirm compliance by all subcontractors, • Create, issue, Track and File Contracts, Change Orders, and AFP’s as directed, • Create, Issue, Track and Files AFP’s and maintains tracking, • Manage vendor & Trade Lists, • Investigate and resolve issues from incoming calls and service the needs of Subcontractors and Field Personnel, • Monitors expenditures on cost, incentive, and certain fixed price contracts, • Administrate WRAP Insurance enrollment program, • Code and Route invoices for payment, • CRM, • Creating Options, • Option Selections, • JDE, • Setting up Community, • Entering Bids, • Generating Commitments, • Options, • Assist in the Establishment of Specifications, • Prepare and distribute invitation package bids to all vendors, including specifications, • Prepare and gather all bids into a proposal format (i.e. proposals, samples and other necessary items), • Prepare Scopes of Work, • Maintain and implement construction budget and analyze variances for each job, • Negotiate pricing contracts, maintain relationships with trade partners in the local market and, • evaluate new potential subcontractors and suppliers, • Act as primary interface with subcontractors to ensure all problems and concerns are addressed, • Direct the activities of the Contracts Administrators to ensure the sub‐contractors have all, • proper documentation (i.e. Contracts, AFP’s, Purchase orders, release forms, change orders, • insurance paperwork, etc.), • Attend frame walks, model walks, plan reviews, and field meetings as requested, • Participate in Industry Organizations and Network Opportunities, • Estimating, take‐off, and budgeting, • Manages contract budgets, • Ensure understanding and compliance with company policies and internal control procedures, • Cross-train team, • Negotiate and resolve contract changes/issues and price change requests, including effective and good through dates, • Communicate product and pricing changes to Construction, Customer Care, and other team members as appropriate, • Write up change order requests for approval for Land Development, • Assist with budget revision requests for Land Development, • Establish service level requirements and performance/quality evaluation criteria for building products, trade partners, vendors and material suppliers, • Manage all aspects of the Company’s purchasing databases, • Understand the contracting process and associated local, state, federal, and other regulations; contract law, • Interpret documents such as blueprints, scopes of work, company/department policies, contracts, bid proposals, pricing and legal documents, • Exercise discretion and independent judgement that is free from immediate supervision in relation to items with significant impact on the business QUALIFICATIONS: • Bachelor’s degree plus 5-years’ experience in finance departments in real estate, • Must have ability to build and coordinate budgets, cashflows and proformas, • Must have the ability to consolidate budgets, cashflows and proformas and roll up asset classes, • Strong analytical and quantitative skills with emphasis on financial analysis, • Knowledge of property management and real estate investment management software, • Knowledge of low-income housing tax credit programs is a plus, • Professional business image and excellent command of the English language, both verbally and in writing (spelling, grammar, and punctuation), • An excellent customer service attitude demonstrated by an ability to produce high-quality deliverables in an accurate and timely manner, • Strong computer literacy is required, particularly regarding spreadsheet and word processing applications such as Microsoft Excel, Word, Outlook, and PowerPoint, • Demonstrated ability to maintain confidentiality and to use discretion in the performance of daily activities, • Ability to learn quickly and demonstrate ability to work independently and as part of a high-performance team, • Standing and sitting throughout shift with occasional bending and lifting