Project and Contract Administrator

Job Title: Project and Contract Administrator

Location: Seymour, IN
Employment Type: Full-Time
Reports To: Office Manager

About Us:

Lawyer Excavation Inc. is a support to our community and others around us and we apply family values in our day to day lives. Our work consists of utility work, site development, and infrastructure systems. If you are a person that values a wholesome and family-oriented environment and are a person that wants to have a career where you can grow yourself as well as work with a group of people that are dedicated to excellence, then we are the company for you.

Why Join Us:

• Competitive salary and benefits package, including holiday pay, health insurance, 401K, paid vacation.
• We ae a family owned and run company with family values.
• Collaborative and supportive team culture.
• Opportunities for professional development and career growth.

Position Summary:

This role is a vital pillar in our Project Department, providing essential administrative, financial, and contractual support to ensure project success from the pre-bid phase through closeout.

Reporting & Administration Overview: Provides core project and contract support, maintaining accurate project records, managing compliance, handling technical documentation, and serving as a Notary for official project documentation. The role ensures project information is current, deadlines are met, and office systems remain up to date. Our ideal candidate is customer-service oriented, possesses excellent communication skills, exhibits exceptional attention to detail, has a professional appearance and a positive, can-do attitude.

Key Responsibilities:

Bidding, Contracts, and Financial Control

• Contract Execution and Documentation: Executes and compiles all necessary contractual paperwork for awarded jobs, including complex government projects. This involves ensuring all documents are correctly signed, filed, and compliant.
• Financial Reporting and Analysis: Prepares detailed internal reports on project costs, schedules, and resource usage for the Project Manager. This includes budget variance tracking and financial forecasting data.
• Billing and Pay Applications: Completes AIA progressive pay applications before monthly deadlines. This critical function ensures timely project revenue generation. This includes creation and submission of necessary lien waivers.
• Job Setup and Tracking: Creates and enters job numbers in Foundation software (construction software) and uploads necessary data to BusyBusy (time tracking program). Maintains BusyBusy with current job numbers, GPS locations, and employee groups for accurate labor costing.
• Pre-Construction Support: Prints and organizes job plans, drawings, and comprehensive bid files. Reviews bid packages and coordinates key requirements like insurance and bonding.
• Bid Management: Assembles and distributes final bid packages to general contractors or estimators. Tracks Won/Loss Bid Jobs in Excel and collects tax-exempt forms for qualifying jobs.

Compliance, Permits, Scheduling, and Document Management

• Official Notary Functions: Serves as a Notary Public (preferred) to certify and validate legal project documents, subcontracts, and financial releases.
• Permitting and Utility Locates: Assists with submission and maintenance of 811 utility location tickets for the duration of all projects. Orders all necessary permits and tracks status until final approval and commencement.
• Record Control: Manages and maintains all official digital and physical files for estimates and awarded jobs, ensuring a clear and auditable paper trail.
• Scheduling: Maintains estimator calendars and updates Outlook with all necessary bid dates, meetings, and project reviews.

Technology and Office Support

• Drawing and Technical Support: Performs CAD work as needed for as-builts or project drawings.
• Software & Hardware Assistance: Assists with computer software installation, updates, and provides general technical support to main office staff as needed.
• Website Maintenance: Maintains and updates company website content as required, ensuring public-facing information is accurate and current.

Required Qualifications:

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is essential, with demonstrated proficiency in Excel, Word, and Outlook being mandatory.
• Experience in contract administration, construction, project support, or a related field is required. Familiarity with permitting, contracts, and compliance documentation is also necessary.
• A valid driver’s license with a good driving record is required; you must provide your own transportation to the worksite each day (having your own vehicle is essential).
• Strong organizational, multitasking, and time-management skills are mandatory, with the ability to prioritize and manage competing priorities effectively, along with meticulous attention to detail.
• Excellent oral, written communication, and interpersonal skills are required, including demonstrated experience interacting and building credibility with all levels of the organization, from entry-level to senior leaders.
• Ability to act with integrity, professionalism, and confidentiality.
• Assertiveness, resourcefulness, and flexibility are needed, along with the desire and ability to be a change agent focused on continuous improvement. A positive attitude and professional appearance are also expected.
• A collaborative approach is necessary, with comfort in training and leading others. The ability to work independently and effectively support multiple Estimators or Project Managers simultaneously is required.
• Experience with construction-specific software like Foundation and BusyBusy is a significant plus, with Foundation Construction Accounting software program experience specifically preferred.
• Notary Public certification is preferred due to the contractual nature of the role.

How to Apply:

Please send your resume and a brief cover letter detailing your relevant experience to Lawyer Excavation Inc or visit our web site and apply. Lawyer Excavation Inc. is an equal opportunity employer. We are committed to creating a welcoming workplace.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• How long is your daily commute to 7841 N US Highway 31, Seymour, IN 47274?
• Describe your experience preparing or managing construction contracts and compliance documentation.
• Describe your experience with Microsoft Outlook, Excel, Word, MS Project, accounting and other software / technology products.
• This role requires you to complete AIA progressive pay applications and lien waivers before monthly deadlines. Are you proficient in the process required to execute complex construction billing and pay applications?
• Are you familiar with the process of ordering and tracking permits, or assisting with utility location tickets (e.g., 811) for construction projects?

Ability to Commute:

• Seymour, IN 47274 (Required)

Work Location: In person