Job Description
CONSTRUCTION CONTRACT ADMINISTRATOR
JOB DESCRIPTION
Company Background
Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovative markets, DivcoWest combines entrepreneurial spirit with an institutional approach.
DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.
Summary
The Construction Contract Administrator will support the work of the Development and Construction Department within DivcoWest. The entire work of the department, ranging from billion-dollar developments to one-million-dollar construction projects, require contracting with outside firms, including architects, contractors, consultants and vendors. Ensuring an orderly contracting process is essential to serving other departments within DivcoWest and ultimately its investors. Contracting is how the department accomplishes its work, controls costs, ensures timely completion, maintains quality and appropriately reduces risk. The contracting function is also the basis for other project controls and practices, including invoicing and compliance.
This role requires 5 days in office at our 181 Morgan Ave, Cambridge, MA location.
Interested candidates should send their resumes to Recruiting@divcore.com.
Responsibilities
Contracting
- Prepare contracts and contract amendments from existing templates, and with attachments provided by construction and development managers.
- Route draft contracts to internal managers, legal counsel and counterparties for review and signature.
- Facilitate clear communication between internal managers, legal counsel, and counterparties.
- Diligently track the status of each contract and amendment; maintain log and follow up with reviewers to ensure timely completion.
- Maintain template document resource libraries, update model documents periodically.
- Receive and review contract close-out packages for completeness and ensure they are properly archived.
Invoicing
- Review and process invoices and other applications for payment, including checking correct job numbers, accounting cost code, invoiced amounts against contract and invoiced amounts against previously billed.
- Route invoices to internal managers for review and approval.
- Route invoices to accounts payable, answer accounting questions and respond to vendor inquiries.
- Assist internal managers in the preparation of monthly accruals for transmission to project accounting.
- Assist internal managers with reconciliation of paid-to-date logs with account ledgers.
- Collect and track lien waivers.
- Track pre-lien notifications, notify appropriate project team members, and upload them to project folders.
Compliance
- Collect Responsible Contractor Policy certifications from appropriate project resources.
- Receive and track Certificates of Insurance and upload them to the company’s tracking system.
- Create new folders on shared drives and assist with document organization and retention.
- Track other compliance measures, such as MBE/WBE contracting and workforce participation.
- Assist with internal project reporting related to contracted, invoiced, and paid amounts.
Administrative
- Organize standing construction and development meetings, and their agendas and schedules.
- Assist with preparations for business plan meetings and investor presentations.
- Compile receipts and file expense reports for construction and development managers.
- Make travel arrangements for construction and development managers, as needed.
- Help to back-up other Support Staff during absences, as needed.
- Support construction and development managers with administrative tasks, as needed.
- Other duties that may arise.
Qualifications
- Bachelor’s degree.
- At least 2 years’ experience, preferably in real estate or law.
- Experience with the Microsoft Office Suite and a willingness to learn Nexus and other online systems.
- Strong attention to detail.
- Proactive and deadline driven.
- Strong written and verbal communications skills.
The person in this position must be able to:
- Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
- Occasionally move about the office to access file cabinets, office technology, and attend meetings etc.
Compensation
- $70,000-$85,000 base salary
- Annual bonus opportunity
- Full benefits
- 401k
- Flexible vacation policy
- Weekly lunch stipend
Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/
This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.