Specialist, Contract Management

City

Irvine

State

California

Job Location

Irvine Regional Office (Derian)

Position Type

Regular

Job Summary

The Specialist, Contract Management will play a key role on the Contract Management team to ensure the efficient management of contractual agreements through regular communication with vendors. Your responsibilities will include generating and executing contracts and confirming contract execution. Additionally, you will be responsible for reviewing invoices to ensure accuracy and adherence to contractual terms.

What You Will Do

• Generate and execute contracts/change orders per company policy.
• Input invoices into Yardi Voyager/Payscan Accounting System after checking for proper approvals
• Maintain all vendor files and correspondence in an organized manner.
• Ensure contract execution with company policy.
• Assist in negotiating contract terms and conditions, and ensure that contractors are in compliance with legal requirements, owner specifications, and government regulations.
• Work with contractors and AP Department to resolve invoice and contractual issues.
• Manage Payscan workflows and ensure accurate coding, required lien waivers and documents.
• Ensuring lien waivers and other required documents are obtained from vendors.
• Obtain a thorough understanding of construction budgets, contracts, and purchase orders.
• Interprets contract provisions to help resolve claims and questions submitted by contractors and 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.
• Communicate with project managers to resolve budget or payment issues.
• 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
• 0 to 1 years of experience
• Prior experience in a contract management role or accounts payable 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: Mondays, Tuesdays, and Wednesdays, 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 comprehend and interpret instructions, short correspondence, and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries from vendors, co-workers, and/or supervisor.
• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
  
  

All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our Sunday property operations office closures, 10 paid holidays, and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.

Essex provides great communities in which to live, work and invest. We are a purpose-driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.

The salary range for this position is $63,000.00 - $88,000.00 per year. New hires generally start between $63,000.00 - $75,000.00 per year. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs.