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Contracts Specialist - Junior

TalentBurst

Posted on: 17 Mar 2024

Job Location: Marlborough, US

Job Description:

Contracts Specialist Junior

Marlborough, MA (Hybrid) In office Tuesday and Wednesdays

12 months contract

JOB SUMMARY:

Supports Property Development construction projects through the administration / preparation of Contracts between company and General Contractors. Ensures proper approvals and execution of the contract. Administers payments; performs general Accounting and Compliance Functions (examples: invoice processing, account coding, systemic entries, and compliance testing). Makes recommendations regarding contract compliance issues to various levels of Property Development Management and Legal. Sr. Contract Administrators are responsible for departmental projects and tasks that involve a high degree of complexity, as defined below.

Major Areas of Responsibility

Contract Execution & Payments for Special Projects

Prepares construction contracts from existing templates and proper execution thereof.

Reviews GC invoice submissions to ensure contractual obligations have been met prior to making payments. Reviewed invoices are loaded into Oracle by Sr. Contract Administrator for EP to make payments

Identifies non-compliance to contractual terms and works directly with GCs to resolve. For those which can't be resolved quickly, develop recommendations to support decisions based on past experiences and resolutions. Presents recommendations to Prop Dev Management and/or Legal for any issues that require escalation.

Supports and processes non contractual construction invoices

Exterior Building Sign Invoices

Reviews invoices for payment and processing (~75+ invoices / ***M)

Reviews each line to decide upon proper coding. Requires cross referencing multiple department project schedules as sources.

Identifies coding and pricing issues (such as incorrect project types and duplicate invoices) and works with vendor and/or internal teams to resolve.

Maintains Payment and Tracking logs

Accounting and Compliance

Using independent discretion, codes payments to Oracle accounts and corrects coding errors. Utilizes departmental reference materials including project reports, accounting sources and institutional knowledge gained through years of experience.

Raises potential issues to management. Makes recommendations based on past experiences to solution or develop processes to remediate. Coordinates with Corporate Compliance on complex matters such as redesigning controls.

Other

For assigned areas, maintains logs that track costs and spend by project / invoice.

Performs YE Accounting functions including processing and developing accruals. Involves more complex accruals due to the dollar amount and validations necessary.

Assists and partners with Oracle and Finance teams with New Store set ups via Oracle and Fixed Asset Key creation.

Processes non-contractual and Special Project Invoices (~750).

Reports to the Manager of Real Estate Financial Planning & Analysis:

Supports over 35 independent contractors

Supports 5 AVP's of Construction & Facility Management and their corresponding teams

Minimum Education and Experience:

Bachelor's degree in Business-related field desired. Will consider 2+ years of experience in lieu of college degree. Basic knowledge of general construction industry contracting practices a plus

Eligibility Qualifications:

Detail Oriented is a must and critical

General knowledge of GAAP

Working knowledge of DocuSign

Proficient with Excel and Microsoft Office products

Working knowledge of Oracle

Excellent verbal and written communication skills

Ability to work with varied contractors

Works independently with minimal guidance/supervision

Lucernex knowledge is a plus but not required.

#TB_EN

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