Specialist, Contract Management- Irvine, CA, USA

WHAT YOU WILL DO:

• Generate and execute contracts/change orders per company policy.

• Prepare, manage, and execute comprehensive bid packages in collaboration with various cross-functional teams to ensure optimal value creation.

• Negotiate contract terms and conditions and ensure that contractors are in compliance with legal requirements, owner specifications, and government regulations, either as part of a team or independently.

• Monitor and ensure contract execution complies with company policy.

• Work with contractors and AP Department to resolve invoice and contractual issues.

• Obtain and utilize specialized knowledge of construction budgets, contracts, and purchase orders.

• Oversee Payscan workflows and ensure accurate coding, required lien waivers and documents.

• Regularly and independently interpret contract provisions to help resolve claims and questions submitted by contractors and vendors with minimal oversight.

• Input invoices into Yardi Voyager/Payscan Accounting System after checking for proper approvals.

• Maintain all vendor files and correspondence in an organized manner.

• Ensuring lien waivers and other required documents are obtained from vendors.

• Verifies project sign offs from all parties, updates records, initiates paperwork and follows up on request for approval of work not previously covered in the contract; processes and obtains approval of contract change orders.

• Communicate with vendors regarding payment status, general inquiries, missing required documents, etc.

• Resolve budget or payment issues and communicate resolution to project managers.

• All other duties as assigned.

WHAT YOU WILL NEED:

• Associate’s degree (AA) or equivalent from two-year college or technical school is required or a bachelor’s degree (BA/BS) from 4-year college or university.

• 1+ years of experience in a contract and/or project procurement role preferred.

• Intermediate proficiency of Microsoft Office.

• Experience with Yardi/Payscan preferred.

WHAT THE JOB REQUIRES:

• Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers.

• Requires the ability to work Mondays through Fridays with in-person office requirements for a minimum of 3 days per week consistent with hybrid policy located at Essex's corporate offices in Irvine, Woodland Hills, San Mateo, and Bellevue.

• Requires the ability to sit or stand for extended periods. Minimal physical effort in the day-to-day tasks.

• Minimal travel may be required for occasional meetings, training, or conferences.

WHAT YOU WILL BRING TO THE TABLE:

• Ability to understand and carry out instructions in standard situations. Ability to solve problems and regularly utilize independent judgement in matters of significance, including but not limited to contract negotiation, with minimal oversight. Requires intermediate analytical skills.

• Ability to comprehend and interpret instructions, short correspondence, and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to inquiries from vendors, co-workers, and/or supervisor.

• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.