Contract Document Specialist

Contract Document Specialist

Jacob & Martin, LLC is seeking a Contract Document Specialist with at least two years of related experience. We are looking for a talented, creative & motivated professional who wants to be part of a growing, dynamic team.

Required Qualifications:

• Proficient in Windows, MS Word, Excel, Outlook, Adobe Pro

• Must have strong organizational, leadership, and interpersonal skills
• Excellent oral and written communication skills
• Must be able to multi-task and pay attention to details
• Excellent proofreading skills
• Ability to communicate information accurately and meet deadlines
• Ability to work with minimal supervision
• Discretion when dealing with confidential information
• Work as a team member on major projects

Roles and Responsibilities Contract Document Specific

• Assists with project set-up (QAQC).
• Creates one-page and short form agreements using Quickbase and learns about other agreement types as time permits
• Creates draft Commercial, Local and TDA contract documents
• Creates executed Commercial, Local and TDA contract documents
• Creates contract award letters for executed documents using Quickbase
• Creates and finalizes AIA documentation for architectural staff.
• Creates bid tabulation and bid summary spreadsheets using MS Excel
• Assists with organizing and maintaining project files.
• Prints, binds, and prepares contract books for signature
• Proofreads documents and reports/fixes any mistakes as needed using the contract document proofreading checklist
• Posts and distributes addendums after review by Document Specialist II or Section Manager.
• Sends project documentation to newspapers for publication and tracks to ensure publication compliance.
• Creates and posts project documentation on company website after review by section manager or project engineer.
• Updates section manager on inquiries from owners or contractors to ensure appropriate and timely responses.
• Updates section manager on work completed for each task to ensure project notes are complete.

Roles and Responsibilities Reception Backup and Miscellaneous Tasks

• Serves as primary reception backup for PTO needs.
• Serves as primary phone backup for reception (calls roll to phone before being forwarded to other administrative staff).
• Provides back up to the receptionist for shipping, data entry of company vehicle, safety training information, and RPR Log maintenance.
• Maintains inventory spreadsheet for various types of document production supplies.
• May be responsible for creating, compiling, maintaining inventory of, and distributing marketing materials, reports, sales data, planning and/or participating in meetings and events, and maintaining databases.
• Other clerical/administrative duties as assigned.
• Assists receptionist with archiving preparation of company documentation.
• Assists Office Manager and Marketing Manager as needed.

Education and Experience:

• College degree or equivalent work experience
• Experience in the Engineering, Architectural and/or Construction Industry is preferred

Benefits:

• Health insurance

• Health Savings Account

• Life insurance

• Company paid holidays

• Company paid time off

• Retirement plan