Contract Administrator

The Contract Administrator acts as a liaison between the project management team, hotels, external contractors, and fixed asset accounting. This role is crucial for the successful completion of capital projects, ranging from purchasing mechanical items to major renovations. The Contract Administrator serves as a central source of information for all aspects of a project. Success in this role requires strong attention to detail, the ability to manage multiple projects, and efficient task completion

Responsibilities

• Documentation and Coordination: Coordinate all necessary documents for construction start-up and ensure approval of shop drawings, submittals, and finishes with designers and manufacturers.
• Procurement and Contract Management: Obtain FF&E/material quotations within approved budgets, issue contracts and purchase orders, track product deliveries, and manage change orders.
• Reporting and Communication: Manage and update the weekly SMBL/CAPEX Expediting Report, request pricing and payment terms, and work closely with project managers on contracts, funds, and payments.
• Vendor Relations and Dispute Resolution: Handle and resolve vendor disputes and coordinate storage and deliveries with properties per approved schedules.
• Financial Management: Process various payment types including deposits and progress payments, ensure receipt of all required documentation before payment, reallocate funds within budgets, and collaborate with fixed asset accounting and legal teams to ensure compliance and timely payments.
• Project Monitoring and Budget Analysis: Monitor project progress, analyze budgets to identify savings for additional projects, and close out budgets upon project completion.
• Multitasking and Independence: Effectively manage multiple ongoing projects with limited supervision.

• Requirements

  • Educational background preferably includes a BA or BS degree.
  • Proficiency in Microsoft Word, Excel, Outlook, and basic algebraic calculations.
  • Strong sense of urgency, attention to detail, organization, prioritization skills, and excellent communication abilities.
  • Exceptional customer service and interpersonal skills with strong follow-through.
  • Preferred experience in hospitality and/or construction industries; experience with Spitfire software is a plus