Purchasing Contracts Administrator

Company: Williams Rebuild

Williams Rebuild is a family-owned, SoCal native homebuilding company with over thirty years of experience. We are committed to helping families navigate the rebuilding process with confidence, clarity, and care. The Williams Rebuild team is ready to provide expert guidance, quality craftsmanship, and a streamlined process so that those affected can focus on moving forward. Because at Williams Rebuild, we believe that new beginnings rise from the ashes, and we are ready to get to work for you.

Take a look at our website for more about us: www.williamsrebuild.com 

SUMMARY/OBJECTIVE:

The Purchasing Contracts Administrator performs administrative duties to support the Purchasing department, including but not limited to administration of contracts, process and procedures, budgeting, tracking, and vendor relations for Division level Purchasing. 

ESSENTIAL JOB DUTIES:

• Create, process, track, and maintain all required purchasing contract documentation through duration of construction projects including award packages, price changes and field extras. 
• Maintain lot budget revisions by project in Newstar.
• Process contract packages: contracts, scope of work, pay schedule, OCIP form and CalStrs (if applicable). 
• Request and verify insurance documents to input into Newstar, Insurance Tracking System, and enroll into OCIP (if applicable).
• Maintain construction contract vendor logs with all pertinent data: insurance, W9, and contractor licenses.
• Manage and release purchase orders for base house to the Vendor Portal per construction phase.  
• Vendor Portal support for subcontractors, i.e. issuing logins, vendor access and uploading project documents
• Establish and maintain current manufacturer maintenance and care instructions per project for Warranty dept, saved to SP.
• Notify Subcontractors and Superintendents when the sequence sheet has had any changes.
• Process change-orders: obtain necessary approvals, verify correct codes, ensure quality control of change orders, etc.
• Track and file award packages, price changes, executed contracts/price schedules and vendor files in Sharepoint.
• Coordinate with Accounts Payable for any invoice related issues/concerns.
• Scrub lots by phase/project and send and track NOC to vendors for base house.
• Send and track NOC’s (Notice of Completion), after the completion of each phase, revise purchase orders as needed.
• Upload and revise documents on vendor portal and Sharepoint as needed (standards and options book, model disclosures, etc).
• Track utility and manufacturer rebates.
• The Purchasing Contracts Administrator performs frequent communication with Trade Partners, Sales, Construction, Project Management, Escrow, Warranty and Accounting.

EDUCATION, KNOWLEDGE, SKILLS AND ABILITIES:

• High School Diploma required.
• 2-3 years prior contracts experience with multi-phase, multi-million-dollar design and construction projects.
• Knowledgeable about the construction industry.
• Ability to work with varying seniority levels, including staff and managers.
• Strong analytical and organizational skills
• Proficient knowledge in MS Office Suite, Adobe, DocuSign, and able to learn and master company CRM.
• Detail oriented and highly organized.
• Requires the ability to work while functioning under the pressure of problem solving and managing time sensitive deadlines.

DISCLAIMER: Please note this job description is not designed to be a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employee may be asked to perform other duties as assigned. Williams Rebuild is an Equal Opportunity Employer.

Williams Rebuild is not accepting unsolicited assistance from search/recruiting firms for this position. Please, no phone calls or emails. All submissions by search/recruiting firms to any employee at Williams Rebuild whether via email, Internet, phone call, or any form and/or method without a valid written agreement in place for this position will be deemed the sole property of Williams Rebuild. No fees will be paid in the event the candidate is hired by Williams Rebuild as a result of the referral.