Administrative Assistant- Contracts Department

About Us:

Dynalectric Oregon has served the specialized electrical needs of the Pacific Northwest for over 80 years. We have consistently maintained a local and personalized focus while growing into one of the foremost electrical contractors in the state. As a multidisciplinary electrical firm, Dynalectric Oregon has the in-house expertise to plan, construct, install, and fully integrate every component related to electrical, controls, and telecommunications systems. Our ability to perform projects collaboratively - under one roof - helps lower costs, increases accuracy, and improves project communications. 

For more information, please visit www.dyna-oregon.com

Job Title: Administrative Assistant- Contracts Department

Job Summary:

The Contract Administrator (CA) tracks and monitors contractual agreements between Dynalectric and its clients and vendors to ensure that agreements are complete and in compliance with insurance requirements. The CA has primary responsibility for organization, maintenance and filing of contracts, subcontracts, and related insurance documents. The CA will be trained and supervised by the Contracts Director.

Duties and responsibilities:

Contracts and contract change order assistance

• Triage contracts and contract change orders (from project managers, contractors via DocuSign/digital signing)
• Administer contracts and contract change orders (log into SmartSheets, review and revise terms and conditions and review total contract balance in collaboration with the Contracts Director and Contracts Specialist)
• Track and follow up with contracts and contract change orders that need additional review
• Assist in documenting the contract standardization process
• Request and track receipt of Prime Agreements
• File and log fully executed copies of contracts and change orders
• File requests for issuance of Arizona pre-lien notices

Obtain contractually required certificates of insurance, (COI)

• Maintain and track COIs, ensuring compliance and keeping documentation up to date
• Manage COI compliance reviews
• Assist Contracts Specialist in requesting necessary coverages from insurance brokers

Process subcontracts and subcontract change orders

• Receive subcontract and subcontract change order (CO) requests
• Log subcontract and subcontract change order (into SmartSheets)
• Assist Contracts Specialist in drafting subcontract or subcontract change order (based on Project Manager (PM) request)
• Assist Contracts Specialist in drafting subcontract or subcontract CO (includes subcontract, supportive exhibits and other miscellaneous documents to PM, subcontractor, CEO)
• Obtain required Certificates of Insurance from subcontractors

Process master subcontract change orders

• Receive master subcontract change order request
• Log master subcontract change order details (on subcontract log, assign scope of work, subcontract number, job number and cost code)
• Assist Contracts Specialist in drafting master subcontract change order
• Distribute completed master subcontract change orders (via DocuSign, include supportive exhibits, requirements, lien waivers and other misc. documents for PM & subcontractor execution)

Maintain Subcontractor prequalification program

• • Issue invitations for subcontractors to complete prequalification process
  • Review subcontractor prequalification form
  • Log Status of prequalification (such as sent/under review/completed)
  • Prequalify all subcontractors proposed based on standards set by the CFO

Qualifications include:

• BA or BS degree preferred
• Two to Four years of experience working as a Contracts Administrator, preferably in the construction industry
• Knowledge of Contract and Liability Insurance standards
• Good understanding of MS Office
• Experience with Bluebeam and Smartsheet a plus but not necessary
• Outstanding communication and customer service skills
• Excellent organizational and time-management skills
• Excellent problem solving/analytical skills
• Patience to learn new processes and construction industry-specific knowledge

Working Conditions:

Office-based, in a temperature-controlled environment. Typical working hours for the CA are Monday – Friday during normal business hours.

Physical requirements:

The physical demands