Guardian Access Solutions
Construction Contract Administrator
Guardian Access Solutions, Nashville, Tennessee, United States, 37247
The Contract Administrator is critical to supporting the overall coordination, management, and delivery of construction projects by overseeing the entire contract lifecycle. This includes administering all agreements to ensure contracts, change‑orders, and other documents are reviewed and approved internally throughout all project phases. The position also includes developing processes and managing the pre‑qualification processes for all construction jobs. The ideal candidate will have extensive knowledge of the construction industry and contract law, along with exceptional negotiation and communication skills.
ESSENTIAL JOB FUNCTIONS
Manages project documentation throughout all project phases to include issuance and review of prequalification forms, entering and updating contracting information into appropriate systems, and collecting and verifying data submissions
Pursues completes and maintains pre‑qualified & qualified trade partner status, with general contractors
Maintains projects specific contractual matters for project onboarding
Initiates job creation in ERP system and establishes contractual schedule of values and invoices in general contractors billing system based on percentage of project completion as well as accounts for any project change orders
Manages project timeline responsibilities and ensures all milestones are successfully reached within contractual compliance
Serves as the primary point of contact for clients, subcontractors, and project managers regarding contractual matters
Effectively communicates contract terms and project status to internal and external stakeholders
Maintains internal and external project related databases, ensuring data is current and reflective of updates
Manages contract process, assists in contract development, sends completed contracts for approval, and processes changes orders as needed
Manages, tracks, and orders certificates of insurance (COIs), bonds, and other insurance related documentation
Works directly with insurance carriers for issuing certificates of insurance naming additional insured parties or calculates owner‑controlled insurance program deductions
Manages entire submittal process, including shop drawings, material specifications, safety plans, and any other project related documentation
Ensures all necessary insurance and regulatory licenses are secured before project commencement
Prepares comprehensive project packages in preparation for materials procurement and installation
Develops and implements company‑wide contract management procedures and policies to improve efficiency and consistency
Always represent a strong professional image to internal and external customers, vendors, and employees
Meticulously maintains all project file documentation
Applies critical thinking and solutions management skills to complex problems to maximize project success
Ability to maintain consistent, punctual, and regular attendance at work
Adherence to safety guidelines and policies
Other job‑related duties as assigned
QUALIFICATIONS
Minimum 3 years of experience in contract management with a focus on the construction industry
Highly experienced in review of construction contracts, including terms, conditions, and negotiations
Thorough understanding of the different types of Indemnity and Insurance plans and the ability to understand their unique language
Demonstrated proficiency in written communication and ability to draft and thoroughly understand legal and professional letters, contract language, and legal terminology
Proficiency with Microsoft Office Suite, including Excel, Power Point, and Word
Strong computer system knowledge with ability to rapidly become proficient in various ERPs, CRMs, and pre‑qualification systems
Proficiency in Sage 100 Contractor, preferred
Excellent interpersonal communication skills including verbal, written, and presentation skills
Demonstrates a high level of organization and reliability, ensuring tasks are completed accurately and prior to deadlines
Exhibits strong multi‑step thinking abilities, effectively analyzing, and solving complex problems
Maintains a service‑oriented approach, consistently delivering high‑quality support
Possesses strong communication skills, facilitating clear and effective exchanges of information with the ability to secure favorable terms and resolve conflicts
Upholds discretion and confidentiality, handling sensitive information with the utmost care
Works effectively as part of a team, contributing to a collaborative and supportive work environment
As a condition of employment, employer will conduct a background check and drug screen
Valid Driver’s License with a clean driving record
Ability to understand, speak, and write English
Position open to candidates within the company's current regions of Tennessee, Georgia, or Florida
EDUCATION AND CERTIFICATIONS
Bachelor’s degree in Construction Management, Business Administration, Engineering, or a related field
Certified Commercial Contracts Manager (CCCM), Certified Professional Contracts Manager (CPCM), and Project Management Professional (PMP) strongly preferred
Guardian Access Solutions will not sponsor applicants for work visas for this role.
This job description is not intended to be a comprehensive list of duties or standards of the position. Additional tasks may be assigned and the scope of the job may change as necessitated by business demands. Applicants are advised that false statements or omission of information on any application materials may be grounds for non‑selection, withdrawal of an offer of employment, or dismissal after being employed. Guardian Access Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
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ESSENTIAL JOB FUNCTIONS
Manages project documentation throughout all project phases to include issuance and review of prequalification forms, entering and updating contracting information into appropriate systems, and collecting and verifying data submissions
Pursues completes and maintains pre‑qualified & qualified trade partner status, with general contractors
Maintains projects specific contractual matters for project onboarding
Initiates job creation in ERP system and establishes contractual schedule of values and invoices in general contractors billing system based on percentage of project completion as well as accounts for any project change orders
Manages project timeline responsibilities and ensures all milestones are successfully reached within contractual compliance
Serves as the primary point of contact for clients, subcontractors, and project managers regarding contractual matters
Effectively communicates contract terms and project status to internal and external stakeholders
Maintains internal and external project related databases, ensuring data is current and reflective of updates
Manages contract process, assists in contract development, sends completed contracts for approval, and processes changes orders as needed
Manages, tracks, and orders certificates of insurance (COIs), bonds, and other insurance related documentation
Works directly with insurance carriers for issuing certificates of insurance naming additional insured parties or calculates owner‑controlled insurance program deductions
Manages entire submittal process, including shop drawings, material specifications, safety plans, and any other project related documentation
Ensures all necessary insurance and regulatory licenses are secured before project commencement
Prepares comprehensive project packages in preparation for materials procurement and installation
Develops and implements company‑wide contract management procedures and policies to improve efficiency and consistency
Always represent a strong professional image to internal and external customers, vendors, and employees
Meticulously maintains all project file documentation
Applies critical thinking and solutions management skills to complex problems to maximize project success
Ability to maintain consistent, punctual, and regular attendance at work
Adherence to safety guidelines and policies
Other job‑related duties as assigned
QUALIFICATIONS
Minimum 3 years of experience in contract management with a focus on the construction industry
Highly experienced in review of construction contracts, including terms, conditions, and negotiations
Thorough understanding of the different types of Indemnity and Insurance plans and the ability to understand their unique language
Demonstrated proficiency in written communication and ability to draft and thoroughly understand legal and professional letters, contract language, and legal terminology
Proficiency with Microsoft Office Suite, including Excel, Power Point, and Word
Strong computer system knowledge with ability to rapidly become proficient in various ERPs, CRMs, and pre‑qualification systems
Proficiency in Sage 100 Contractor, preferred
Excellent interpersonal communication skills including verbal, written, and presentation skills
Demonstrates a high level of organization and reliability, ensuring tasks are completed accurately and prior to deadlines
Exhibits strong multi‑step thinking abilities, effectively analyzing, and solving complex problems
Maintains a service‑oriented approach, consistently delivering high‑quality support
Possesses strong communication skills, facilitating clear and effective exchanges of information with the ability to secure favorable terms and resolve conflicts
Upholds discretion and confidentiality, handling sensitive information with the utmost care
Works effectively as part of a team, contributing to a collaborative and supportive work environment
As a condition of employment, employer will conduct a background check and drug screen
Valid Driver’s License with a clean driving record
Ability to understand, speak, and write English
Position open to candidates within the company's current regions of Tennessee, Georgia, or Florida
EDUCATION AND CERTIFICATIONS
Bachelor’s degree in Construction Management, Business Administration, Engineering, or a related field
Certified Commercial Contracts Manager (CCCM), Certified Professional Contracts Manager (CPCM), and Project Management Professional (PMP) strongly preferred
Guardian Access Solutions will not sponsor applicants for work visas for this role.
This job description is not intended to be a comprehensive list of duties or standards of the position. Additional tasks may be assigned and the scope of the job may change as necessitated by business demands. Applicants are advised that false statements or omission of information on any application materials may be grounds for non‑selection, withdrawal of an offer of employment, or dismissal after being employed. Guardian Access Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
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