Contracts Administrator I at Providence… · Baton…

Description

SUMMARY:

The Contract Administrator I primarily supports the Risk Management Department with pre-contract and contract-related coordination on behalf of all Providence (Company). This position will primarily assist the Senior Contract Administrator but may occasionally support the Risk Manager and Safety and Risk Specialist, along with providing miscellaneous support overall for the Risk Management Department as directed. 

MINIMUM QUALIFICATIONS (Knowledge, Skills and Abilities):

• Bachelor's degree in related field preferred.
• Two to five years Business Experience, such as Contract Administration, Procurement, Insurance, or Legal Assistance.
• Strong proficiency in Adobe Professional and Microsoft Office Suite, including Microsoft Outlook, Word, Excel, and PowerPoint. This position is heavy on Microsoft Word and Adobe Professional.
• Detail-oriented and eager to learn contract management practices.
• Ability to follow instructions and work independently.

ATTRIBUTES: 

• Initiative - Volunteers readily; asks for and offers assistance when needed; willing to do whatever it takes to successfully complete task or project.
• Detailed - Able to pay close attention to the small particulars when working on a particular task in order to produce a high-quality product.
• Communicator - Able to clearly present information through spoken and written word; able to persuade others easily. Comfortable with interacting with all levels of the company and listens well, even during difficult conversations. Proficient listener.
• Planning/Organizing - Able to prioritize and plan work activities efficiently.
• Dependability - Keeps commitments; commits to extended or long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Coordination and assistance with Providence's Client Contracts Process and Subcontracts Process as directed.
• Ensures proper saving of contract documents on the company’s server and database.
• Prepares and/or coordinates Service Work Orders - or any version of the Client's work authorizations- for signatures, which entails routing to applicable Company Manager via Company's electronic signature tool.
• Assistance with coordination, preparation, and completion of all Client/vendor forms and documentation on behalf of Providence’s Clients, and as directed by Supervisor.
• Assistance with execution of contract documents, both internally with Providence’s Management Team and externally with the other contracting party. This includes follow-ups on fully executed copies in-order- to complete Providence's records.
• Coordination of original signatures and notary, as needed.
• Assistance with coordination of client or potential Clients’ Vendor Set-up Portals.
• Responds to email requests internally and externally regarding requests for general information, as directed by Supervisor. 
• Assists with tracking contract-related information within Deltek VantagePoint and Concord (Providence’s Contract Management Software), as applicable to contract type. This includes data entry upon contract execution and as needed for contract tracking.
• Preparation of Providence’s Subcontract MSA, PSA, or Work Order template as requested by Supervisor.
• Assists in the preparation of the Company’s professional licensing forms and annual renewal forms as directed.
• Special projects as assigned.
• Ensures continuity of Risk Management functions by supporting and covering team members’ responsibilities during periods of leave.
• Meeting coordination on behalf of the Risk Management Department.
• Miscellaneous administrative tasks within Risk Management Department, as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• This is a hybrid role (work from home/office) so the work environment will vary based on the incumbent's choice of workspace. 
• While performing the responsibilities of the job, the employee is required to speak and hear. The employee is regularly required to sit; use hands to handle or feel; reach with hands and arms and talk or hear. The employee may be required to occasionally lift, push, or pull up to 20 pounds. 
• Vision abilities required to perform this job include the ability to view and respond to visual and written materials via a computer screen.

The above job description is intended to describe the general nature and level of work being performed in the described position. This document is not intended to be an exhaustive list of all position duties and skills required of the individual classified in this position.

ADDITIONAL COMPANY INFORMATION:

The above Job Description is a written statement of facts describing the scope, responsibilities, and organizational relationships of this position as it is. It is intended to provide a clear picture of the position’s role within the organization.

This job description is subject to change as Providence Engineering and Environmental Group LLC evolves, and in no way implies that this description includes all the duties associated with this position. Job duties related to this position may be added/removed from the job description as needed. Providence Engineering and Environmental Group LLC depends on its employees to assess current positions and update position description as duties change, responsibilities increase/decrease, technology improvements occur, or because of any other factors which may impact the success of such position. 

Providence Engineering and Environmental Group LLC is committed to diversity and is an Equal Opportunity Employer. All applicants and all employees will be evaluated based on their ability, competence, and performance of the essential functions of their positions. It is the policy of Providence Engineering and Environmental Group LLC to be nondiscriminatory in all matters regarding the selection, recruiting, hiring, termination, promotion, transfer, work assignment, scheduling, compensation of employees, and any or all other terms and conditions of employment. The company does not unlawfully discriminate based on any applicable, legally protected classification or characteristics, including but not limited to race, color, religion, sex, gender identity, sexual orientation, national origin, veteran status, ancestry, citizenship, age, physical or mental disability. Providence Engineering and Environmental Group LLC is committed to providing reasonable accommodations to employees and applicants with disabilities to the full extent required by the Americans with Disabilities Act (ADA). If you feel you need a reasonable accommodation pursuant to the ADA, you are encouraged to contact us at HumanResources@providenceeng.com.

Providence Engineering and Environmental Group LLC is an EEO employer - M/F/Vets/Disabled