Director of Contract Administration for Construction/Development Services

General Summary: The Director of Contract Administration for Development/Construction Services is responsible for contract administration and compliance activities related to the procurement of site development, general construction, professional services, maintenance services, supplies, equipment and FF&E.

Essential Job Functions:

  • Develops and implements procedures and guidelines for prequalifying contractors and consultants, initiates Requests for Proposal and subcontracts and professional services agreements
  • Creates risk mitigating standardized base line forms of agreement and accompanying documents for various sourcing needs
  • Strives for continuity in terms and conditions across contracts
  • Develops internal controls to maintain compliance of contract management activities in accordance with established procedures and guidelines
  • Works with project teams to determine the best suited project delivery strategy (i.e. fixed price, GMP, cost plus, design build etc.) and bid packaging (i.e. fast track packages etc.) based on the design and construction schedule while weighing against inherent risks of delivery process options
  • Generates lists of invited bidders based on potential offerer’s interest, capabilities, experience, current work load and capacity versus the project requirements
  • Creates, manages and maintains data base for contractor and consultant prequalification process
  • Manages solicitation process including: draft scopes of work, create bid forms that will facilitate the analysis of bids received and afford flexibility to add or delete scope via bid options to align with program and budget, administer the bidding process including issuance of RFP, conduct prebid conference, manage bidder Q&A, prepare and issue bid amendments and receive proposals, prepare bid tabulation tables for internal distribution and review, corroborate with project team and select short listed bidders, explore value engineering opportunities when necessary based on bids versus budget, prepare agenda and coordinate post bid interviews with short listed bidders, make recommendations for award
  • Conforms, issues and tracks processing of agreements and change orders upon receipt of required internal approvals; then routes for signatures
  • Maintains files for all contract processes
  • Negotiates agreement terms, conditions and scope for contracts
  • Consults with in-house legal counsel when appropriate
  • Provides contract administration maintenance services during the life of the contract
  • Maintains central contract matrix to track agreement and change order execution status, receipt of bonds, receipt of certificate of insurance and certificate of insurance expiration
  • Coordinates with company risk management department for certificate of insurance compliance and renewals
  • Coordinates with company accounts payable department to guard against financial exposure through securing proper partial and final lien waivers
  • Supports project teams and provide guidance in the issuance of work stoppages, work suspensions, default notices, etc.
  • Advises project teams on claims avoidance
  • Participates in claim resolution and develops claim settlement documents for processing when necessary
  • Establishes lines of communication with internal departments such as risk management, finance and legal services, which are affected by the contract administration process
  • Participates in Contractor/Consultant/Owner partnering sessions to address issues and concerns that may affect project delivery
  • Demonstrates ability to foster teamwork, collaboration and build relationships
  • Other duties as assigned

Qualifications and Skills

Essential Qualifications:

  • Bachelor’s Degree and 10+ years of experience in contract management, project management, insurance administration, and claims operations
  • Ability to read and write contracts
  • Experience in the development / construction industry preferred
  • Excellent values based talent leadership experience
  • Excellent operations experience
  • Customer service experience and acumen
  • Excellent leadership and communications skills
  • Exceptional customer relationship building skills
  • Experience in establishing & maintaining relations with contractors in a commercial real estate environment
  • Willingness to take on new challenges, responsibilities, and assignments
  • A desire to work within a diverse, collaborative, and driven professional environment
  • Ability to work independently combined with a strong collaborative style
  • Ability to deal with multiple tasks effectively and establish priorities in a fast paced environment
  • Excellent organization skills
  • Ability to maintain a positive and productive work attitude
  • Ability to successfully manage cross functional relationships
  • Ensures accountability for deadlines and commitments
  • Strong ability to problem solve while not sacrificing project goals
  • Demonstrates ability to maintain a focus on both the big picture and the details
  • PC proficiency to include (but not limited to) Microsoft Office applications (Word, Excel, Outlook, etc.)

Essential Physical Requirements:

  • Must be physically able to do assigned work as outlined above
  • Must be physically able to sit and use the computer for hours at a time
  • Must be physically able to lift a minimum of 20 lbs.
  • Must be able to communicate in English effectively with other individuals
  • Must be able to follow written and verbal instructions
  • Must be able to work extended hours and weekends as necessary to achieve the desired results for the company