Contract Administrator

About ARCXIS:

ARCXIS, headquartered in Houston, Texas, is the nation's number one engineering and inspections firm, touching 1 in every 7 new homes, and operating in over 28 states. Committed to innovation and excellence, our services help to build better quality homes, more quickly, at lower cost, and with less risk. Formerly known as DPIS Builder Services, Ei Companies, Post-Tension Solutions, Ensign Building Solutions Home Energy Division, and Building Energy, ARCXIS unites extensive expertise into a single brand, offering nationwide coverage with a local touch. Our portfolio includes ABCO Construction Services, LLC, United Structural Consultants, and iPermit, amplifying our reach into the multi-family, multi-use, commercial, and pre-existing residential sectors. ARCXIS is majority owned by Saw Mill Capital, LLC (Briarcliff Manor, New York). Visit us online at www.arcxis.com.

Overview:

A Contract Administrator provides contractual legal support to sales, regional presidents, and executives on construction services related matters. This role requires a detail-oriented individual with strong organizational and communication skills to assist with contract drafting, document management, legal research, and support primarily related to the performance of professional engineering and inspection services for construction projects.

• Draft, review and revise construction services contracts and related documents,
• Assist outside counsel assigned by the company’s insurers with managing claims, disputes and litigation, 
• When needed, conduct research on construction law issues. 

Reports to: Chief Financial Officer 

Department: Accounting/Finance

Supervisory Responsibility: N/A

Primary Responsibilities:

• Draft, track, review, and process contracts, including professional service agreements, subcontractor agreements, consulting agreements, vendor/trade partner agreements, master service agreements, proposals, and pricing agreements from proposal through execution and distribution.
• Maintain the legal entities of the company as they apply to contract documentation and compliance.
• Review and manage liability claims and issues, including auto liability, professional liability, and general liability.
• Work with the company’s insurance agent to administer and manage certificates of insurance for all clients and customers. 

Additional Duties and Responsibilities Include the Following:

• Manage engineering, business and other state and local entity-required licensure.
• Run, organize, maintain, and take responsibility for each issue’s correspondence procedure and database for all claims and contracts.
• Collaborate with internal teams during proposals, contracts, onboarding and purchase orders. 
• Develop legal letters, pleadings, and forms. Obtain backup documentation and information.
• Evaluate documents and evidence and prepare presentation material related to claims; lead strategy meetings related to contract issues.
• Draft correspondence with an understanding of the various moving parts of the issue including contractual obligations and project development.
• Ensure timely turnaround of high-volume communication, including tracking deadlines, with attention to detail, completeness, and accuracy.
• Analyze customer contractual requirements. Ensure rights and responsibilities are in line with company policy and are understood by all internal parties and communicate the same clearly and effectively externally with clients and customers.
• Cordially and professionally work with all levels of the company and external parties to ensure the various moving parts of the project are accurately and effectively managed and understood. 
• Perform other duties as requested by the CFO or CEO.

Education, Experience and Desired Qualifications:

• Education and Experience:
• Bachelor's degree required
• Paralegal certificate preferred and/or 3-5 years of construction law paralegal/contract experience
• Knowledge of construction services contracts (e.g. AIA, ConsensusDocs), contract law, mechanics liens, building codes, and construction-related litigation
• Experience with factual research, document analysis, filings, drafting documents, coordinating document production and familiarity with, understanding of, and ability to work with attorneys on construction project matters
• Strong organizational skills and attention to detail to maintain construction project files and meet deadlines
• Ability to handle multiple priorities in a fast-paced environment
• Proficient in Microsoft Office, legal research databases or online research, software and document management systems
• Technical Skills:
• Proficient in Microsoft Word, PowerPoint, Excel, and PDF editing programs.
• Familiarity with contract management or project/task management software is a plus.
• Communication Skills:
• Excellent written and verbal communication skills to interact professionally with internal and external parties.
• Ability to communicate effectively with colleagues at all levels.
• Organizational Skills:
• Strong work ethic and a desire to develop and succeed.
• Effective personal, organizational, and time management skills.
• Ability to juggle multiple demands and prioritize tasks.
• Analytical Skills:
• Attention to detail and the ability to exercise sound judgment.
• Practical and proactive problem-solving skills.

Work Environment:

• Primarily an office setting, on-site at our Houston office. 

Physical Demands:

• Ability to sit for extended periods while working on a computer
• Ability to lift and carry up to 20 pounds of files or equipment

Benefits:

• Health Benefits
• Dental Benefits
• Vision Benefits
• Life Insurance
• 401 (k) Plan with company matching options
• Short Term and Long Term Disability
• Paid Holidays and Vacation