Summary

General Excavating is an award-winning contractor serving public and private owners throughout Nebraska, South Dakota and Wyoming. General Excavating specializes in the construction of underground utilities, natural gas distribution, environmental remediation, excavation shoring, directional drilling, hydro-excavation, and heavy civil including bridge and concrete structures.
 

The Contract Administrator is expected to support and coordinate the administrative and compliance functions of construction projects to ensure proper execution and documentation. This role is responsible for assisting with preparing, revising, and distributing contracts, subcontracts, purchase orders, change orders, and pay applications for all projects. The Contract Administrator tracks compliance and ensures the company has obtained proper documentation from all project participants. This position provides overall management of contract records and project documentation from project award through closeout, while supporting accurate reporting and financial controls. The Contract Administrator reports to the project managers and works closely with the accounting team to ensure timely processing, accurate cost tracking, and compliance with contractual requirements and company financial procedures.

 

Essential Duties and Responsibilities include the following.  Other duties may be assigned:

• Prepare, issue, and distribute contracts, subcontracts, purchase orders, and related documents to subcontractors and suppliers, including revisions and amendments.
• Enter and maintain contract, subcontract, and change order data within the accounting system; update records as required throughout the project lifecycle.
• Create, maintain, and reconcile detailed subcontractor and supplier logs, including contracts, purchase orders, pay applications, change orders, and compliance documentation.
• Coordinate with subcontractors and suppliers to obtain executed contracts, insurance certificates, bonds (if applicable), and other required compliance documentation; verify that all required insurance coverages are in place and current.
• Ensure all contract-related documents are properly executed, tracked, and stored in accordance with company policies and record retention procedures.
• Distribute tax-exempt forms and related documentation as required.
• Track, review, and manage Certificates of Insurance (COIs) through Asuretify, ensuring all subcontractors and suppliers meet contractual insurance requirements and coverage remains current throughout the project.
• Review, prepare, and process subcontractor pay applications for accuracy, completeness, and compliance with contract terms prior to submission to Accounting/Financial Controller.
• Track and collect lien waivers, certified payroll (when applicable), and other supporting documentation required for payment processing.
• Prepare, process, and maintain change order logs, including pricing review, approval status, execution tracking, and budget impacts.
• Coordinate with Project Managers and the Financial Controller to ensure change orders are fully approved, executed, and accurately reflected in project cost reports.
• Provide consistent administrative support and contractual guidance to Project Managers throughout the duration of assigned projects.
• Assist with project closeout activities, including final pay applications, final lien waivers, contract completion documentation, and record archiving.
• Maintain regular, reliable attendance and physical presence at the assigned workplace.

 

Qualifications

• Experience in heavy civil and underground utility construction.
• Required experience using HCSS construction management software (including cost tracking, contract management, and project documentation modules).
• Experience with Sage accounting software.
• Knowledge and ability in the use of a personal computer and software applications (e.g. Microsoft Word, Excel, Access, PowerPoint, etc.).
• Strong organizational skills and the ability to maintain detailed records.
• Ability to communicate effectively both written and verbally.
• Ability to work effectively under stressful conditions.
• Ability to use discretion and keep sensitive financial related information confidential.
• Ability to multitask, work under pressure, meet deadlines, and be able to thrive in a fast-paced work environment.
• Ability to exercise initiative and sound judgment and to react with discretion under varying conditions.

Education and/or Experience

• High School Diploma or equivalent.
• Minimum of two years of experience working with a General Contractor or Subcontractor in a similar role.
• General knowledge of construction related insurance policies.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add and subtract two-digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume and distance.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is not exposed to weather conditions.  The noise level in the work environment is usually moderate.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Conditions of Employment

Candidate is required to meet the above qualifications and job duties, task frequency and PPE requirements. Approval of pre-employment reference & background checks, and post offer drug testing with fit for employment screening are required, as conditions of employment.

 

AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION, DRUG-FREE WORKPLACE EMPLOYER