Contract Administrator

Job Description

At Equity Residential, we're dedicated to creating thriving communities, and we invite you to be part of our team. Embracing values like Diversity, Sustainability, and Total Wellbeing, we foster a workplace culture of authenticity and collaboration.

What You’ll Be Doing

Coordinates the contract administration process for the Construction Services team, the Facilities Maintenance group, the Retail team, and Regional Managers ensuring that contracts are complete and in compliance with company and state requirements.Provides data essential to the scheduling and execution of all capital projects.

Essential Functions

Invoice and Review Processing - 30%

• Reviews payment requests and invoices in accordance with the Capital Expenditures Policies and Procedures Manual.
• Ensures accurate and timely payment of invoices to vendors, ensuring Lien Releases, Contractor Affidavits and Payment Application forms are accurate and in compliance.
  
  

Contracts and change orders -- 60%

• Prepares capital contracts based on PAR requirements, scope, and approved pricing.
• Retrieves required signatures and sends out notice to proceed.
• Administers the Capital Contract and maintains the electronic contract files, which includes but is not limited to, receiving, processing, logging and tracking all bids, Scope of Work, Change Orders etc., that are part of the capital contract process.
• Interacts with customers and contractors regarding insurance requirements, variances, and payment process, as well as to problem­ solve discrepancies.
• Maintains the capital contract files to provide appropriate parties with transparent project tracking Information.
• Handles Change Orders as needed, including assuring accuracy, obtaining appropriate approvals, and updating all tracking and filing systems.
• Provides regular status updates on the completion of contract and vendor requirements to assist the Investment Officers and Project Managers in the execution of their duties.
• Coordinates approval process of projects from appropriate authority and communicates approval back to all related parties.
• Reviews all approved capital requests for completeness and accuracy. Confirms all supporting documents for approved capital projects are attached to the project.
  
  

Special projects and training -- 10%

• Assists with administrative support as needed. Assist in the maintenance of department manuals.
• Provides guidance to other divisional Administrative Assistants and project managers as needed.
• Performs other duties as necessary.
  
  

The Company may revise this job description from time to time as business needs require. It is not intended to be an exhaustive listing of all the functions of the job, nor limit the Company’s right to assign other functions to an employee in this position. This job description does not constitute a written or implied contract of employment.

Job Qualification Requirements

Knowledge/Experience:

• Bachelor’s degree is preferred plus 3 – 4 years professional experience.
• Background in Accounting/Finance desired.
• Strong administrative and organizational skills are a must.
• Knowledge of engineering/construction process/contracts is helpful
• Ability to negotiate routine contract amendments and strong customer service skills are required
• Ability to work/act independently is mandatory.
  
  

Machines, Tools And Equipment, Software

Computer w/Internet and e-mail capabilities, telephone, facsimile, photocopier, vehicle. Knowledge of Microsoft Word and Excel preferred. Property management and/or accounting software.

Other Requirements

As an Equity Residential team member, you represent Equity. While you are on the job, Equity Residential expects you to wear clothing and accessories that are appropriate in a professional business environment.

We Care About Your Total Wellbeing

• Physical Wellbeing: Medical, dental, and vision care
• Social Wellbeing: 9 paid holidays, annual vacation time, paid sick leave, new parent benefits
• Financial Wellbeing: 401(k) Retirement Savings Plan, Rent Discounts, Competitive Compensation
• Community Wellbeing: Paid Community Service Hours
• Career Wellbeing: Leadership Development
• Learn more about our Total Wellbeing program here.
  
  

Physical And Visual Activities

Ability to hear and speak well enough to converse verbally over the phone and in-person (expressing or exchanging ideas by means of the spoken or written word). Ability to interpret, evaluate and communicate detailed written or verbal instructions to others accurately and easily. Able to see well enough to use the computer effectively and read written communications. Ability to lift, push, pull or carry up to 15 pounds for the dissemination of documents, supplies, materials, etc. to various locations throughout the office/facility.

The above describe the physical and visual activities that are commonly associated with the performance of the essential functions of this job. “Commonly associated” is not intended to mean always or only. Reasonable accommodation will be provided as required by law to enable otherwise qualified employees with a known disability to perform the essential functions of the job.

Working Environment

Office environment. The incumbent must be able to work Monday through Friday, eight hours per day, to support the company’s business needs.

About Us

Working for Equity Residential (EQR), a leading multi-family real estate investment trust (REIT), means living our purpose: creating communities where people thrive. It means striving to provide the best in apartment living, speaking boldly about new ideas for innovation, and inspiring creativity in the ways we work together.

Our portfolio of high-quality properties in urban growth markets – New York City, Boston, Washington DC, Seattle, San Francisco, Southern California, and Denver – provides homes where people most want to live, work and play. We've got the best people in the business, as evidenced by our employee engagement scores and customer loyalty ratings. That’s why our employees say they are proud to work at Equity, a company that gives our residents a place where they can Live Remarkably, and offers a culture where our employees have the opportunity to thrive.

Equity Rewards

When you join Equity Residential, you won’t be treated as simply another employee — you will be considered a partner in our shared success. As such, we are committed to investing in your personal success through a benefits program that supports your Total Wellbeing.

We recognize that everyone has different needs outside of work. That’s why, in addition to a competitive benefits package (medical, dental, vision and paid time off), we offer many unique benefits options to employees, like a comprehensive wellness program, pet insurance, new parent benefits, and paid time off for community service projects. In addition to your next job, you can also find your next home with us! Rent discounts on Equity Residential apartment homes are available to our benefits-eligible employees. The amount of the discount offered is determined based on the market, ranging upwards from 20%. Learn more about our Total Wellbeing program here.

Equity Values

At Equity Residential, like our residents, our employees come from everywhere. A richly diverse work environment captures top talent, cultivates the best ideas, and creates the widest possible platform for success. By focusing on inclusion, these differences are harnessed to create value — in ideas, business practices, relationships, and employee engagement. As an Equal Opportunity Employer, we are committed to maintaining a diverse, inclusive and equitable work environment where our employees can thrive.

All aspects of the employment process are merit-based. Every Equity employee is expected to maintain a work environment that is free from discrimination and harassment. Equity Residential does not discriminate against any employee or job applicant because of race, religion, color, creed, sex, sexual orientation, gender, sexual/gender identity/expression, age, pregnancy (including childbirth, lactation or related medical conditions), physical or mental disability, national origin, citizenship status, military (including uniformed service member or protected veteran) status, marital status, genetic characteristic or information, ancestry or any other characteristic protected by law. Equity Residential also prohibits retaliation against individuals who report harassment or discrimination, or participate in investigations into such conduct.