Contracts Coordinator/Specialist (Entry Level)

The Contracts Specialist is responsible for managing the process to obtain and maintain business licenses and certifications for the Company to conduct and provide engineering services to the Federal, state and local governments; and for maintaining registrations with private developers and individual jurisdiction agencies.

To successfully execute this position, the Contracts Specialist must be able to research, obtain and recommend to the President, the requirements for the Company to obtain business licenses in the jurisdictions where the company wishes to provide its services. Additionally, the Contract Specialist must coordinate the submission of all documents necessary for the company to maintain its business licenses, certifications and registrations and to ensure that submissions are received by the agencies before the expiration of the license, certification, and registration.

Essential Duties Licenses, Certifications and Registrations

• Maintain a database of licenses for business, professional engineers and program and construction management professions, business certifications, and vendor registrations for the Company.

• Coordinate and complete Corporate and Minority Business Enterprise certifications, business licenses and vendor registrations and renewals and ensure timely submission to the appropriate agency for processing before the stated expiration date.
• Submit monthly reports required for Corporate and MBE certifications and registrations.
• Maintain electronic and hard copy files for all business licenses, certifications, and registration by state. Files must contain: the approved current license, certification, registration document received from agency, copy of documents submitted for renewal; certifying agency's source documents detailing the requirements for renewal; agency contact information; log on information to access agency/vendor portal.
• Maintain and update all business licenses at all locations where company has business licenses,
• As requested, perform research of minimum qualifications for certification or licensure to do business with identified agencies or other governmental or non-governmental entities.
• As requested by the President, assist in the application of business licenses, certifications or pre-qualifications for new jurisdictions where company may want to expand services.

Essential Duties Contracts

• Maintain the master file of all signed agreements between clients to include Prepare subconsultants agreements

• Process Project Management Manuals and submit monthly report
• Assist the accounting department and the regional offices to reconcile project budgets.
• Request Certificate of Insurance as needed.
• Monitor insurance certificates received from subconsultants and W-9 forms.
• Submit project required reports (FTA, DDOT, DSLBD, etc.).

Essential Duties Insurance Administration

• Renew all corporate insurance policies, with the exception of employee benefit insurances.

• Serve as liaison between staff and insurance agency on insurance related questions
• Request insurance agency to issue Certificates of Insurance.
• Advises the President, as required on appropriate coverage.
• Maintain Insurance Files.

Other Duties

• Assist the Assistant Vice President, Contracts in administering other contract functions, as needed.

• Perform other administrative duties as assigned.

Qualifications & Requirements

• Good organization, time management and scheduling skills
• Ability to work with minimum supervision
• Proficient in Microsoft office (Word, PowerPoint, Excel & Access)
• Proficient with spreadsheets, graphing and database creation and management
• Create and maintain filing systems, both electronic and physical
• Ability to draft non-technical correspondence with appropriate grammar, spelling and punctuation
• Communicate clearly, concisely and in a professional manner
• Ability to coordinate and work with others to accomplish essential duties
• Ability to multitask

Education & Experience

• Associate or Bachelors degree preferably in business administration, public administration or related field.

• Professional certification in office management is a plus
• In lieu of a degree, a minimum of a high school diploma or GED, and five years of administrative experience performing duties as outlined in the position description.