Business Management, Contract Management, Project Management
4 Year Degree
The Contract Administrator, under little to no direction, plans and carries out tasks associated with the successful management and execution of contracts.
You are a valued member of the GPA Team. We are team oriented and you are expected to work cooperatively with your fellow team members and others to enable the company to provide the highest level of service possible. Your creativity is encouraged, and productivity is essential to the company’s overall success. You are expected to treat your co-workers, clients, and other with fairness, honesty and respect. You are expected to communicate effectively verbally and in writing to support proposals, project management and deliverables.
ESSENTIAL JOB FUNCTIONS
Work collaboratively with a team with a positive “hands-on” attitude
Handle multiple, simultaneous assignments and meet tight deadlines while maintaining a consistent level of quality and accuracy
Enter projects/proposals into the company’s billing system with associated project/billing information and keep the system updated throughout the project life cycle
Identify appropriate staff to bill to each project and update the time reporting system accordingly
Manage and calculate project billing rates for proposals, contracts, and amendments, and update the rates annually according to the contract requirements
Work directly with Project Managers (PMs) and assist PMs with creating budgets.
Review proposals for contract language and coordinate with company counsel if necessary
Review proposals and coordinate any forms or documentation needed during the proposal, interview, and negotiation process, and work with the project team and subconsultants to complete those items
Prepare, organize, and assist with contracts, sub-contracts, and amendments, and update internal system with all pertinent information
Manage fee & budget updates as a result of work/scope changes & contract amendments
Maintain and monitor contract compliance
Obtain insurance, W-9 or other forms for contracts and monitors insurance for each project
Manage the insurance certificates and W-9 forms for our subs and coordinates all sub agreements
Notify appropriate staff of any special contracting requirements (progress reports, special rates, staffing requirements, etc.)
Work closely with multiple project managers and project teams, and clients
Update pre-qualification profiles
Track and renew business certifications and other registrations
Coordinate actions with internal procurement and legal teams, as needed
Report status of current contract processes to management
Create language standards and rules for existing and new contracts
Serve as a liaison between internal and external parties during contract development and negotiation stages
Communicate terms and conditions to managers and interested parties
Ensure that employees understand and comply with company contracts
Stay up-to-date with legislative changes and coordinate with the legal team as needed
Ensure all deadlines and conditions described in contracts are met (confidentiality, payments, insurance requirements, shipping, etc.)
Enters time and expenses into electronic time reporting software program
Files contract, proposal, project, and certification documents appropriately
MARGINAL JOB FUNCTIONS
May answer company telephone and redirect calls
Assist with maintaining a clean office environment
Bachelor’s Degree in Business, Accounting, Finance, or related field.
4 (or more) years of prior contracts experience.
Microsoft Office, and specifically Excel, is required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of legal requirements involved with contracts
High-level knowledge of Business and Accounting procedures
High-level of knowledge of CRM software
Excellent writing skills
Ability to communicate effectively to clients, staff, and vendors
Ability to work collaboratively with a team
Skill: very detail-oriented, with the ability to spot errors
Strong analytical, organizational and computer skills
Ability to work with varying seniority levels, including staff, managers and external partners
Proven work experience as a Contract Administrator, Contract Manager, or relevant role
Must have a reliable mode of transportation, and valid California Driver’s License and Automobile Insurance and be a driver in good standing with the California Department of Motor Vehicles
Must be organized and efficient with time management
Must be very flexible, willing to switch tasks often and maintain a high level of availability
Must have excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, as well as outside clients, vendors and friends of GPA
Must be trustworthy and follow directions
Must be available during GPA’s regular working hours
Must exercise good judgement when making decisions
Must exhibit strong business ethics
Must positively reflect the GPA Brand
Sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift; carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and coordination including use of a computer keyboard
May be required to travel by automobile and/or air
Must be able to multi task and work amid frequent interruptions
Additional Salary Information: GPA is an employee-focused employer with a full benefits package that includes medical, dental, vision, life, supplemental, legal, and retirement benefits. We have a positive work environment and encourage employees to maintain a healthy live/work balance through our wellness program.
Internal Number: N/A
About GPA Consulting
GPA Consulting is a thriving multi-disciplinary environmental consulting firm, offering a range of services to a variety of municipalities, private-sector clients, and state and federal agencies. GPA specializes in historic preservation, environmental planning, and biology services. The firm’s expertise includes managing the environmental process and completing technical analysis, documentation, and peer reviews that are compliant with the California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) and other local, state, and federal environmental laws. GPA is a certified woman-owned, disadvantaged, and small business enterprise registered as a California Corporation. Our offices are located in downtown Los Angeles, El Segundo, Sacramento, Ventura, and Orange County, California. We are a mid-sized firm with specialists in the area of planning, law, history, architecture, historic preservation, biology, ecology, environmental studies, business administration, accounting, marketing, and more!