Contact Management

1. Maintain master subcontractor databases in Bidding Software

2. Manage & Update contacts in Outlook Master and Job specific folders

3. FOI- Request, manage & update database file as required

4. Collect Subcontractor Info Sheet, review with PMs, add as approved to databases

Bid Set-up & Updates

1. Assign Job # to Project, Manage Job List file & distribute

2. Download, Save & Review documents

3. Order Drawings, Specs, Etc.

4. Set up and Send bid invitations or drawing changes on Bidding Software Site

5. Follow up with subcontractors by phone or email to confirm bidding status

6. Compile, Manage & Track subcontractor bid proposals and changes received

7. Manage bid & memo templates as required

8. Create & Update drawing log with most current drawings

9. Bid close out

Subcontracts

1. Create, track and update Master Agreements (for Vendors)

Subcontractors Insurance

1. Communicate Job warranty date to Agent when project is complete

2. Warranty COI renewals, track & follow up

3. Manage and Track Compliancy through MY COI online portal

General Responsibilities

1. Answer phone using DJB phone script

2. Assist in creating/updating templates

3. Filing, including processing of invoices as required

4. Weekly Team meeting notes: take notes, update file & distribute (Secondary to PA Contracts)

5. Receive, Save & Label photos for bid

6. Follow processes as provided by Project Ops Mgr.

7. Review & update Process as required with Project Ops Mgr.

8. Assist in other areas as required

Secondary (as back up support to Project Administrator – Contracts):

Contact Management

1. Create & Share Outlook job specific folders with team members

Job Set-up

1. Create Job folder and templates

2. Create Field folders

3. Create Job file drawer

Subcontracts

1. Create subcontracts / PO template / Email Templates

2. Distribute Exhibits “’A’ + ‘B’ to Sub

3. Complete subcontract / PO using executed exhibits from Sub

4. Send subcontract with Job requirements (timing of Billing, Submittals, Insurance)

5. Collect W-9, Sub Safety Programs, MSDS

6. Track & Update weekly log

7. Assist with Subcontractor COs

Subcontractors Insurance

1. Send new Job insurance requirements to Agent

2. Send insurance requirements to subcontractor

3. Manage and Track Compliancy through MY COI online portal

Subcontractor Safety Programs

1. Request, Track, Log & Compile subcontractors Safety Program and MSDS by project

2. Distribute subcontractors Safety Program to field Superintendents (SI) for each project

Logs – Weekly

1. Weekly Log-Track & Update insurance, subcontracts, and submittals

2. Track subcontractor COI (certificate of insurance) status by Job using Agent portal

3. Create & Update and track Submittal Log. Including sending & receiving submittals

Job Close Out

1. Warranty

2. Subcontractor and Manufacturer warranties, as built drawings

3. Field folder close out

4. Box up documents

Required Competencies:

1. MS OFFICE: Highly proficient in Excel, Word, and Outlook.

2. Adobe Acrobat

3. Explorer: Create and Manage folder structure.

4. Willingness and Ability to learn and become proficient working in and managing company

in 3rd party Web based software program for bidding.

Job Type: Full-time

Pay: $40,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Glendale Heights, IL: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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