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Contract Administrative Assistant

Trammell Crow Residential
atlanta, raleigh, tampa,

Position Summary

The Contract Assistant position works with the construction management team in all duties regarding building projects from the conceptual stage to the project close-out. Primary responsibilities include handling all contracts with our sub-contractors.

Primary Responsibilities

  • Creates and prepares all subcontracts, purchase orders, and changes orders, distributes and entry into Timberline software.
  • Insurance/OCIP Management, works with our OCIP partner to collect and maintain Subcontractor insurance documents.
  • Prepares and collects required lien releases.
  • Collects warranty information and prepares warranty book at project end.
  • Works with projects managers in the procurement of permits.
  • Maintains the purchase order procedure. Purchases orders (PO) will be written for all materials purchased. Materials purchased are to be purchased in a lump sum not to exceed unit figure for all items.
  • Works with the project manager to establish priorities and critical path items.
  • Creates report showing outstanding items hat have not been provided by subs such as unsigned contracts, insurance, lien releases, etc.
  • Has a weekly meeting with the project manager and vice-president of construction to review project status. (i.e. logs, turnover schedules and subcontractors status.)
  • Validation of Subcontractor payment requests & supporting documentation
  • Oversees construction files which are comprised of subcontracts; purchase orders, change orders, insurance information, checks and corresponding lien release and correspondence.

Desired Skills & Experience

  • Two years of college or secretarial school is preferred. High school diploma or equivalent required.
  • Five years of related work experience with one year in the construction industry preferred.
  • Experience with Procore and Timberline.
  • Notary public is a plus.
  • Have working knowledge of Microsoft Outlook, Microsoft Word, and Excel.
  • Excellent customer service and interpersonal skills; ability to relate to others.
  • Professional verbal and written communication skills.
  • Ability to perform intermediate mathematical and accounting functions.
  • Strong organizational and time management skills.
  • Ability to consistently meet deadlines.