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Construction Coordinator

Construction Coordinator

Oklahoma State Department of HealthOklahoma City, OK, US
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Contract Coordinator

Agency : 090 OFFICE OF MANAGEMENT AND ENTERPRISE SERV

Supervisory Organization : CAM

Job Posting End Date : June 03, 2025

Note : Applications will be accepted until 11 : 59 PM on the day prior to the posting end date above.

Full / Part-Time : Full time

Job Type : Regular

Compensation : Salary is up to $63,000.00 based on education and experience.

Job Description

As a Contract Coordinator with OMES you will enjoy :

  • Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually.
  • A comprehensive Benefit Package with a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.

Job Details

  • Full-time 40-hour work weeks.
  • Support the Capital Assets Management Department.
  • Salary is up to $63,000.00 based on education and experience.
  • This is an on-site position located in Oklahoma City, OK.

    • Position Summary

    The Contract Coordinator's primary purpose is to provide assistance to our agency customers, OMES project managers, construction consultants and other staff with services and construction contracts. This position prepares construction project documents for projects to be publicly bid, attends and records bid openings, prepares bid tabulation sheets, and uploads to online bidding site. Additionally, this position will track construction invoices and payments and be the subject matter expert (SME) in construction contracts, solicitations, Unifier, construction invoicing, and Peoplesoft.

    Key Responsibilities

  • Drafts and processes requests for solicitations for Architectural, Engineering, Construction Management and Design Build for approval and release.
  • Prepares construction project and bid documents for public bid openings to include review and preparation of solicitations, project manuals, bid tab sheets, specifications, drawings, terms and conditions, and other documents as necessary. Checking for completeness and verifying accuracy.
  • Communicates and consults with project managers and construction specialists regularly, assisting with improving communications with our customer and tracking project timelines.
  • Processes change orders, renewals, approved pay applications or invoice transmitting them to the agency for payment.
  • Enters projects, contracts, change orders, pay applications, notes, pictures, updates, and invoicing into the Unifier database.
  • Prepares bid documents for bid opening according to policy. Records bids at bid opening.
  • Uploads documents to the online plan room as needed.
  • Reviews project bid tab for appropriateness for bid openings and work in conjunction with other contracting officers. Records bids at bid opening and uploads completed bid tab to online bidding site.
  • Processes and updates Peoplesoft purchase orders as needed to correspond to the contract document.
  • Processes construction contracts and routes to vendors for signature requesting bonds and insurance when applicable.
  • Reviews returned contracts from vendor, routes for signatures and sends email or calls to request any information missing from vendor. Upon receipt of the signed contract, processes according to procedures creating a Notice to Proceed and Purchase Order as needed for signature by the Director or designee.
  • Serves as back-up for the mail, phone, open records requests, on-line bidding, solicitations to newspapers for advertisement, and other contract coordinators.
  • Communicates effectively in all areas of communication, (i.e., email, telephone, in person, etc.). Corresponds with agencies, vendors, consultants and the public via phone, letters, and email, dispensing information to assist with problems, questions, and / or fulfilling requests. Disseminates accurate information or assists in locating the correct information, consistent with Title 61 and OAC 260.
  • Responsible for tracking construction project invoices and reporting. Contacts using agency on any aging invoices and provides reports.
  • Scans all documents to project folder in shared drive as needed to include contracts, insurance, bonds, emails, correspondence, transmittals, and pay applications.
  • Other duties as assigned.

    • Physical Demands and Work Environment

    This position works in a comfortable office setting with a computer for a large percentage of the workday. The noise level in the work environment is usually mild. This position requires standing, bending, crouching, reaching, sitting, hand and finger dexterity. Occasional travel may be required.

    Minimum Qualifications

    Requirements include a bachelor's degree and two (2) years of experience with program administration, contracting or general administrative experience OR an equivalent combination of education and experience.

    Preference Will Be Given To Candidates Who Possess

  • Knowledge of Peoplesoft is a plus.
  • Good communication skills.
  • All Microsoft products.
  • Unifier or similar database knowledge.

    • About OMES

    The Office of Management and Enterprise Services provides excellent service, expert guidance and continuous improvement in support of our partners' goals. We are a highly qualified workforce committed to serve those who serve Oklahomans and make government run in the most efficient, innovative manner possible.

    OMES is an Equal Opportunity Employer. Reasonable accommodation to individuals with disabilities may be provided upon request.

    Equal Opportunity Employment

    The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

    Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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    Construction Coordinator • Oklahoma City, OK, US

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