We are Oregon’s premier commercial general contractor, dedicated to delivering quality buildings that serve and enrich our communities. Our teams consistently bring their 'A' game to every project, establishing Kirby Nagelhout Construction Co. as the contractor of choice for complex, high-impact construction. From schools to resorts to fire stations, and everything in between, we take pride in creating memorable projects that stand the test of time.

The Contract Assistant & Office Coordinator is instrumental in ensuring construction project risk is minimized and our trade partners, subcontractors, and suppliers are paid on time. In this role you would be responsible for ensuring compliance, tracking of contractual agreements, certified payroll, and providing ad hoc support to project teams. In addition, you would support the leadership team and manage the Portland office in this hybrid role.

Essential Duties & Responsibilities

The essential functions include, but are not limited to the following:

Request W9’s from new subcontractors and verify their credentials with state specific construction contracting boards
Review subcontracts and purchase orders for completeness, notations, and accuracy
Track insurance for each project. Ensure compliance with contract requirement in addition to additional insured and waiver of subrogation included as per written contract
Create and maintain subcontract closeout logs for retention release process
Create and issue retention release packets for each subcontractor during project closeout phase
File certified payroll reports, review reports for accuracy, submit monthly to project owners, and route to project teams for approval
Provide administrative support to leadership and project teams
Support other office related duties such as booking travel, ordering supplies, greeting guests, scheduling, communication, and other office management duties as assigned

Requirements

College degree in business, construction management or related field and/or equivalent experience
3-5 years' experience in Contract Administration or similar field preferred
Must have a strong customer-oriented approach (for internal/external customers), demonstrated professional demeanor
Notary certification (current or willing to acquire within 3 months)
Current driver’s license and insurable driving record
Experience with financial and construction project management software: Sage 300 CRE, Sage Paperless Construction, and Procore
Intermediate to advanced computer skills with MS Office Suite, MS Project, and Bluebeam

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

Benefits

Offerings cover medical, dental, vision, a Flexible Spending Account (FSA), Health Reimbursement Account (HRA), One Pass, life insurance, mental health wellbeing, medical transportation, supplemental insurance for tough situations life throws at you, a generous 401k plan, and accrued paid time off (PTO).

Employment Eligibility & Relationship Disclaimer

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Kirby Nagelhout Construction Company

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Contract Assistant & Office Coordinator