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.)

ADMINISTRATIVE RESPONSIBILITIES

• 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