Contract Coordinator

Job Description

Job Description

Description:

This position offers a unique opportunity for a detail-oriented and proactive individual to contribute significantly to our operational efficiency during a phase of dynamic expansion. The Contract Coordinatorwill be instrumental in ensuring the smooth administrative and contractual processes essential for our project execution. We serve all sizes of commercial mechanical companies across the U.S. with end user clients that include many top Fortune 100 companies.

We are seeking a Contracts Specialist to become an integral part of our team. In this role, you will be responsible for managing and organizing critical project-related documentation and facilitating vendor and contractor enrollments. This position demands exceptional organizational skills and meticulous attention to detail. The Contracts Specialist will be tasked with maintaining the integrity of our project records and ensuring seamless communication between various stakeholders.

Position Overview: The Contract Coordinator is responsible for the comprehensive administrative oversight of project documentation, vendor/contractor enrollments, and Controlled Insurance Program (CIP) enrollments. This role involves close collaboration with project managers, insurance brokers, subcontractors, and internal teams to guarantee accurate record-keeping, efficient communication, and adherence to project requirements.

The Contract Coordinator will be expected to manage their responsibilities effectively to meet project timelines and reporting needs, reporting to the appropriate manager.

Duties and Responsibilities:

Digital Documentation and Organization

· Establish and maintain well-organized digital project folders with all relevant documentation.

· Proactively manage the collection of standard Certificates of Insurance (COIs) by liaising with our insurance broker and ensuring proper storage and accessibility.

· Efficiently distribute project-specific standard COIs to clients, address inquiries, and involve insurance brokers as needed to ensure client understanding and satisfaction.

· Oversee the systematic organization of legal documents, including subcontracts, Master Service Agreements (MSAs), Non-Disclosure Agreements (NDAs), CIP enrollments, vendor enrollments, bonding, and permitting documents.

· Maintain meticulous tracking of the status of all legal documents, including subcontracts, MSAs, NDAs, CIP enrollments, vendor enrollments, bonding, and permitting documents.

Vendor/Contractor Enrollments

· Manage the registration and account setup process for new vendors and contractors, ensuring all necessary details are captured.

· Oversee the submission of required documentation, such as certifications, insurance documents, and compliance forms.

· Coordinate with our Quality, Safety, and Project Management teams to ensure awareness of required safety training and other mandatory courses for vendors and contractors.

Controlled Insurance Program (CIP) Enrollments:

· Verify project eligibility for CIP coverage and determine the appropriate CIP type.

· Thoroughly review contractor-provided CIP manuals and assess any potential liabilities for internal discussion and with our insurance brokers.

· Ensure subcontractors receive clear bid instructions and all necessary enrollment documentation related to CIP.

· Collect and meticulously verify insurance documentation from subcontractors, including policy rating pages and deductibles.

· Communicate CIP safety program requirements internally with our Quality, Safety, and Project Management departments to facilitate the development of site-specific safety protocols.

· Assist in establishing clear procedures for handling claims and coordinating loss control inspections related to CIP projects.

· Ensure seamless internal communication regarding CIP enrollments, notifications, and access to relevant portals and documentation for Payroll, Project Management, and Ops/Safety teams.

Vendor and Stakeholder Communication:

· Serve as a primary point of contact and liaison between contractors, insurers, subcontractors, and project managers, facilitating clear and effective communication.

Reporting:

· Generate insightful reports on key metrics, such as contractors, job types, and end users requiring significant administrative effort, to inform the estimating team and allow for adjustments in their estimates.

· 3+ years of relevant experience in construction administration, risk management, or project coordination.

· Proven proficiency in data entry and oversight, with a strong emphasis on accuracy and attention to detail.

· Exceptional organizational, problem-solving, and multitasking abilities.

· Excellent verbal and written communication skills and strong stakeholder management capabilities.

· Demonstrated ability to be a self-starter with a proactive approach to learning and taking initiative.

· Must be proficient in Microsoft Excel, Word, and Outlook.

· Ability to thrive in a fast-paced team environment while remaining highly adaptable.

· Experience with CRM software.

· Understanding of bonding and permitting regulations at the local, state, and federal levels is a plus.

· Basic knowledge of contract law and relevant construction regulations is a plus.