at NewGround in Chicago, Illinois, United States
Job Description
The Contract Administrator for the retail architecture and interior design studio plays a critical role in managing and overseeing contract-related activities to ensure successful project execution and financial reporting for large volume of retail architectural work. This position requires a detail-oriented professional with excellent organizational, communication, and coordination skills. The Contract Administrator will work closely with Director of Design Operations, Regional Interiors Leader, project leads, architects and interior designers, accounting team, consultants, and clients to ensure contractual obligations are met efficiently and effectively.
GENERAL SKILLS
- Highly proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Knowledge of Smartsheet a plus but not required.
- Excellent organizational and multitasking abilities.
- Exceptional written and verbal communication skills.
- Ability to work collaboratively in a team environment and between departments.
- Strong analytical and problem-solving skills.
- Strong attention to detail and resourceful when solving complex problems.
PRIMARY RESPONSIBILITIES
- Prepare, review, and administer contracts between the design studio and clients, consultants, or vendors.
- Establish, Maintain and organize all contract documentation, databases, and spreadsheets, ensuring that records are up-to-date and accessible.
- Act as a liaison between the accounting department, design team, and the clients, consultants, or vendors to facilitate communication and resolve any contractual issues.
- Assist project leads in tracking project progress and ensuring adherence to contractual terms.
- Oversee the billing process, ensuring that invoices are issued, and payments are received according to contract terms.
- Manage and resolve any contract disputes or issues that arise during the project lifecycle.
- Actively coordinate and maintain up-to date billing of projects working with team members and team leads
- Maintain knowledge of client master service agreements contracts
- Proactively work with team members to create and maintain systems to track and update billing for projects and clients
- Provide project analysis from accounting software on regular basis.
- Prepare or assist in the preparation of internal and external communications.
- Perform other duties that are incidental to the work described herein.
- Perform all other related work, as assigned or as apparent
EXPECTATIONS
- Work unsupervised.
- Maintain a positive attitude.
- Communicate with project managers and studio leaders proactively.
- Coordinate multiple projects simultaneously and with other parties.
- Passion for the design and construction industry.
EDUCATION AND/OR EXPERIENCE PREREQUISITES
- Bachelor’s degree or equivalent combination of education and experience preferred
- minimum 3 years of professional experience required, preferably in the architectural or construction industry
