Contract Administrator

Nova Group Inc., a Quanta Services company, is an industry leading general engineering construction company with 45 plus years of experience worldwide. Nova specializes in hydrant fueling, waterfront, electrical and utility military construction projects for the Department of Defense (NAVFAC, USACE) and Department of Energy at various National Laboratories. Nova exceeds customer expectations through innovative construction, safety, quality and outstanding customer service.

Headquartered in Napa, CA, with regional offices in Rancho Bernardo, CA, Port Orchard, WA, Japan and project locations stretching across the US, as well as internationally, the opportunities are endless with Nova! Nova offers employees competitive health benefits, matching 401K contributions, career advancement opportunities, and endless training opportunities.

PRIMARY FUNCTION: To manage and assist operations personnel with preparation of documents, control of contractual documentation, organization and filing of project documentation and administrative duties as required.

TYPICAL DUTIES:

• Coordinate the preparation and distribution of purchase orders and subcontracts and interact with Contracts, Operations, Financial, Legal, and/or Safety departments.

• Issue purchase orders and subcontracts ensuring that proper documentation is collected from necessary parties on a timely basis.

• Monitor subcontractor and supplier compliance with contract terms including receipt of valid contract documents prior to their commencement of work on the project and timely notification to project management personnel of any non-compliant subcontractors/suppliers.

• Effectively monitor subcontractor insurance expiration dates and notify subcontractors of expiring coverage prior to expiration.

• Update and maintain all records in the Nova accounting system accurately and timely including set up of New Vendors.

• Liaison with Contracting Officer at beginning of new projects regarding Payment and Performance Bonds and Nova Certificate of Insurance. Responsible for the delivery thereof to proper entity on a timely basis. Follow-up when necessary; obtain Consents of Surety as required.

• Complete and timely creation of all files for subcontracts, purchase orders and associated documents. Ensure that all documents created or received are electronically filed on a timely basis.

• Coordinate project close-out and timely archiving of all project files at completion, both electronic and hard copy.

• Timely creation and setup of new project folders both electronically and manually. Prepare custom templates for subcontracts, purchase orders, pay estimates and other standard project forms and coordinate their approval with Contracts, Operations, Financial, Legal, and Safety department.

• Make travel arrangements for employees, candidates, or guests as requested.

• Coordination of special projects (Holiday Party, Nova Logowear, Annual Meetings, etc.)

• Coordinate food and beverage needs for various home office meetings and events.

• Other administrative tasks as requested, including ordering flowers and gifts for special occasions, bereavement, and illness.

• Printing of plans and specifications in support of personnel on current projects

• Assist with phone coverage.

• Support the Contracts, HR, and Legal department during audits and/or reviews by OFCCP, DOL, EEO, etc.

• Assemble O&M binders and coordinate various components as requested.

• Assume other responsibilities as assigned by Supervisor.

SKILLS, KNOWLEDGE, QUALIFICATIONS & EXPERIENCE:

Educational and experience requirements include: Contract administration and/or legal secretary exposure, or equivalent combinations in training and experience preferred. General knowledge of contracting, office administration, finance, purchasing, engineering, and controls procedures, as well as knowledge of equipment and construction techniques preferred. Proficiency with Microsoft Office Suite products, organization, and excellent verbal and written communication skills are essential.

Pay rate: $60,000.00 to $80,000.00 per year. Non-exempt

Nova is proud to offer:

• Medical, Dental and Vision Insurance

• Long and Short Term Disability Insurance

• Life & Accidental Death and Dismemberment Insurance

• 401k with company match

• Paid Time Off

• Wellness Program

• Tuition Assistance

We are committed to helping individuals with disabilities participate in the workforce and ensuring equal opportunity to apply and compete for jobs. If you need assistance or have a request for an accommodation of a qualified disability to apply for a job posting, please email or write us at the address below and we'll be happy to help. All others interested in applying for a job posting should do so through our career site.Nova Group, Inc.

c/o Human Resources

185 Devlin Rd

Napa, CA 94558

Equal Opportunity Employer, including Women, Disabled, and Veterans.

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