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CONTRACT ADMINISTRATOR

Springfield, IL • Full-Time, In-Office

$25 – $30/hour depending on experience

The Role

Kinney Contractors is a heavy civil construction company that works across central and southern Illinois. Concrete paving, earthwork, utilities, highway work, primarily IDOT projects. We’re looking for a Contract Administrator who can take ownership of bid submissions, contract documentation, and project admin.

This role has real impact. The work you do directly determines whether we win contracts and keep projects running smoothly. It takes someone organized, detail-oriented, and comfortable managing deadlines across multiple projects at once. If you’re the kind of person who reads the entire spec package before starting and builds their own checklists to make sure nothing gets missed you’ll do well here.

What You’ll Do

Bid & Proposal Work

•      Assemble and submit bid packages for IDOT and municipal lettings — complete, correct, and on time

•      Review specifications thoroughly and flag key requirements: advertising for subcontracting opportunities, DBE documentation, bid bonds, required certifications, and insurance endorsements

•      Track upcoming lettings and maintain a bid calendar so the team is always ahead of deadlines

•      Coordinate with estimating to ensure all required documents are assembled before submission

Contract Administration

•      Manage submittals, RFIs, and compliance documentation from award through close-out

•      Track contract requirements, deadlines, and deliverables across multiple active projects

•      Maintain organized project files — digital and physical — that are always audit-ready

•      Handle Julie (JULIE/DIGGER) ticket management and coordination

Quote Solicitation & Support

•      Solicit and track quotes from subcontractors and suppliers for active bids and projects

•      Maintain vendor and subcontractor contact lists and follow up to ensure timely responses

•      Support project managers and estimators with documentation, correspondence, and coordination as needed

Where This Role Goes

•      Material ordering responsibilities as you get up to speed

•      Clear path toward Project Manager / Office Manager for someone who wants to grow with us

Who We’re Looking For

Experience & Skills:

•      3–5+ years in construction administration, contract management, or project coordination — heavy civil or highway experience preferred

•      Direct experience with bid preparation and submission

•      Working knowledge of IDOT documentation, specifications, and letting procedures (strongly preferred)

•      Proficiency in Microsoft Excel and Outlook; ability to learn HCSS and Trimble Vista

The Right Fit:

•      You’re thorough. You read the full spec package and catch the details that others skim past — the buried clause, the special provision, the requirement that’s different from the last job

•      You’re organized. Multiple bid deadlines and active projects don’t rattle you because you have a system

•      You take ownership. When something is your responsibility, you see it through without being managed

•      You’re a clear communicator who keeps the team informed and doesn’t let things fall through the cracks

What We Offer

•      $25 – $30/hour depending on experience

•      Health insurance

•      Paid vacation and sick time

•      Simple IRA retirement plan

•      A company that’s growing and rewards the people who grow with it

•      A real path to Project Manager / Office Manager — not a dead-end admin role

•      Good people doing serious work in a straightforward environment

About Kinney Contractors

Kinney Contractors is a heavy civil construction company operating across IDOT Districts 4–9. We specialize in concrete paving, earthwork, utilities, and highway construction. We’ve grown significantly by doing good work, bidding smart, and taking care of our people. We’re still growing, and we’re looking for people who want to be part of what we’re building.

Help us build the roads to a better future.

Part-Time Administrative Coordinator with light bookkeeping (Remote)

Location: Work From Home – Remote - Charlotte NC centric

Employment Type: Part-Time

About Us

We are an established and growing small consulting business, in the healthcare sector. Our company values professionalism, reliability, and teamwork. We are seeking a dedicated Administrative Coordinator who is looking to build a long-term career and become a trusted member of our organization.

This position offers the opportunity to work directly with a busy leadership team while interacting with team members, customers, and vendors. The right candidate will play a key role in keeping daily operations organized and running smoothly to provide general support to the operation of the business office, client relations, coordination of educational services, and processing of staff expense reports, to support the mission and participate in achieving the vision of the company.

Position Overview

This is a part-time remote role supporting executive-level administrative functions. The Administrative Coordinator will coordinate a variety of operational tasks in a fast-paced but structured environment.

We are looking for someone dependable, highly organized, and responsive during standard business hours.

Key Responsibilities

• Communicate professionally with staff, customers, and vendors
• Prepare documents, reports, and presentations using Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe.
• Maintain digital files and records
• Track client deliverables and help ensure deadlines are met
• Accurately input and collate expense reports for client billing and processing
• Coordinate set-up, and attend periodic trade shows in continental U.S.
• Provide support for educational programs, including post program survey processing, documentation for the accrediting organization, and organizing and filing the above.
• Assist with various administrative and operational tasks as needed

Key Roles and Responsibilities:

Client Relations

-        Actively promotes the Company’s world class image through positive, helpful interactions with clients via phone, email and in-person contact.

-        Follow up on client needs.

-        Ensure new clients receive the predetermined appropriate Company information.

-        Facilitate coordination and set-up for the Company’s vendor booth &/or presentation at periodic industry conferences

Office Support

-        Answer the phone and direct calls appropriately

-        Support with occasional errands as needed

-        Handles staff birthday acknowledgements

-        Office communications

-        Monitor and direct web email, as appropriate

-        Assist with equipment maintenance

-        Order office supplies, business cards and name tags.

-        Assist with travel arrangements for consulting team and staff, as needed

-        Facilitate computer-issue resolution for team members, with appropriate sources.

Expense Tracking

-        Track staff & consultant’s expenses 

-        Track cancelled flights

Account Management

-        Maintain client account data

-        Assist with client billing, as needed

-        Process expenses

-        Update Client Fulfillment Trackers.

-        Update data points in CRM and monitor for accuracy

o  Fulfillment Data updates

o  Facilitate marketing initiatives

Business Admin Support    

-   Assist with data entry

-      AR

-      AP

-      File Maintenance

-      CRM audits for data integrity.

-        Update client records and files in appropriate repositories

-        Manage electronic technology inventories, including but not limited to, Air cards, Computers, Scanners, warranties

Education Support

-        Assist with the processing of webinar registrations, conference registrations & publication orders as needed.

-        Assist with education programs – Surveys / Certificates / Managing files

-        Process education certificates for Company sponsored programs

-        Monitor ANCC documentation completion and management of the records

Consulting support

-        Arrange hotel accommodations for traveling staff

-        Prepare and update travel logistic forms for traveling staff

-        Prepare consultant feedback surveys for evaluations

Publications 

-        Fulfill and track client publication orders and subscriptions

-        Maintain inventory, including printing of in-house editions as needed.

Other duties

-        Support Leadership Team as needed

-        Support Strategic Initiatives and assist with implementation of Strategic Plans

-        Assist with tradeshows, production of promotional products and project assembly

-        Support marketing efforts, including but not limited to assisting with collateral assembly and mailing

-        Work collaboratively w/ colleagues to advance mission, values, vision of Company

Other duties, as may become necessary

Qualifications

• 5-11 years prior relevant experience required, with clearly demonstrated strong organizational and time-management skills
• Bachelor's degree preferred
• Excellent written and verbal communication skills
• Professional demeanor and customer-service mindset
• Proficiency in Microsoft Office Suite
• Proficiency with Quickbooks Enterprise Professional
• Comfortable using video conferencing platforms
• Ability to multitask and maintain attention to detail and accuracy
• Reliable high-speed internet connection
• Dedicated, professional home workspace
• Knowledge of healthcare industry and terminology is helpful

Work Environment & Expectations

• Remote position
• Company-provided computer
• Part-time schedule during standard business hours
• Must be responsive and accessible throughout the workday
• Occasional flexibility required to address time-sensitive matters
• Sits, stands, bends, lifts and moves up to 20 pounds intermittently during working hours
• Extended periods of computer work
• Occasional overnight travel.

Growth & Development

High performers may have opportunities to take on expanded responsibilities over time. We value long-term team members and support professional growth within the company.

Compensation & Benefits

• Competitive compensation based on experience
• Benefits available correspond to the percent FTE
• Paid time off and holidays (details provided during interview process)

If you are organized, dependable, and looking to grow within a stable and collaborative small business environment, we encourage you to apply.

Job Type: Part-time

Pay: $18.00 to $20.00 per hour

Expected hours: 20-25 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Eligibility for bonus program

Candidates in greater Charlotte area may work a hybrid.

Respond to: .

no phone calls please

FIELD & OFFICE ADMINISTRATOR AND OPERATIONS COORDINATOR

RISE Homes – San Mateo, California

POSITION SUMMARY

RISE Homes is hiring a Field & Office Operations Admin & Coordinator to support the physical and logistical side of our residential real estate business across the San Francisco Peninsula and Bay Area.

This role handles the hands-on execution that keeps listings prepared, marketing materials ready, vendors coordinated on site, and the office organized and professional. You will be out at properties, vendors, printers, and the office daily — ensuring everything is physically in place for listings, marketing, and events.

This is an ideal role for someone dependable, organized, detail-oriented, and comfortable managing many small but important tasks that keep a real estate team running smoothly.

ABOUT RISE HOMES

RISE Homes is a boutique real estate team based in San Mateo specializing in high-coordination residential listings, including probate and trust sales.

Our business manages multiple listings at once across the Bay Area, each requiring vendors, marketing, inspections, staging, and logistics. This role ensures the physical execution of those activities happens reliably and professionally.

CORE RESPONSIBILITIES

LISTING FIELD LOGISTICS

• Install and remove lockboxes at listings
• Pick up and deliver keys between office, agents, and vendors
• Install and remove yard signs and directional signs
• Deliver and set out brochures and property materials
• Check listing readiness before milestones (photos, staging, showings)
• Verify property access for vendors and inspectors
• Coordinate on-site logistics with the remote operations team

VENDOR & PROPERTY COORDINATION (ON-SITE)

• Meet painters, stagers, cleaners, photographers, and contractors at properties
• Provide access and confirm work scope
• Take photos or notes of progress and report back to team
• Confirm vendor completion and readiness
• Pick up or return materials related to listing prep
• Support staging install and removal logistics

(You are the on-site presence ensuring work happens as planned.)

MARKETING MATERIALS & PRINT COORDINATION

• Pick up brochures, flyers, postcards, and signage from printers
• Assemble brochure packets and marketing booklets
• Deliver marketing materials to listings and office
• Maintain inventory of signs, lockboxes, brochure boxes, and materials
• Prepare open house materials and supplies
• Organize and restock marketing storage areas

OFFICE OPERATIONS & PRESENTATION

• Keep office clean, organized, and professional
• Organize marketing materials, supplies, and equipment
• Maintain printer supplies and paper stock
• Assemble listing folders and presentation materials
• Prepare materials for meetings and events
• Ensure office readiness for clients and visitors

LISTING & EVENT SUPPORT

• Prepare open house kits and materials
• Deliver and pick up event supplies
• Assist with setup for client or community events
• Transport materials between office and event locations
• Support outreach and marketing logistics

INVENTORY & EQUIPMENT MANAGEMENT

• Track lockboxes, signs, keys, and marketing materials
• Maintain organized storage systems
• Report damaged or missing equipment
• Prepare materials for new listings
• Ensure supplies are stocked and ready

TOOLS & SYSTEMS

This role uses basic operational tools for coordination and communication:

• Google Drive (checklists, addresses, instructions)
• Slack (team communication)
• Maps / navigation tools
• Printer & office equipment
• Inventory trackers
• Phone camera for property updates

You will coordinate daily with the remote Executive Assistant and agents.

REQUIRED QUALIFICATIONS

• Valid driver’s license and reliable vehicle
• Comfortable driving throughout the Bay Area
• Highly dependable and punctual
• Organized and detail-oriented
• Comfortable handling many small tasks daily
• Professional and respectful with vendors and clients
• Able to lift and transport boxes and materials

IDEAL TRAITS

• Takes pride in organized, clean environments
• Notices details others miss
• Follows instructions precisely
• Self-directed once given tasks
• Calm and reliable under deadlines
• Enjoys hands-on work and movement

WORK STRUCTURE

• Full-time
• Based in San Mateo office
• Daily travel to listings and vendors across Bay Area
• Combination of office and field work
• Some weekend availability for listing needs

SUCCESS IN THIS ROLE LOOKS LIKE

• Listings always have signs, lockboxes, and materials ready
• Vendors have smooth property access
• Marketing materials are stocked and prepared
• Office remains clean and organized
• Events and open houses are prepared smoothly
• Agents never worry about physical logistics

ROLE RELATIONSHIP

This role works closely with:

• Founder & agents
• Remote Executive Assistant / Operations Coordinator
• Vendors and contractors
• Printers and marketing suppliers

You are the physical execution partner to the remote operations lead.

City of Kirkland

$94,003.41 - $110,585.91 Annually

Kirkland, WA

Full-Time

202100748

Finance & Admin. - Financial Planning

03/02/2026

Exempt

AFSCME

The City of Kirkland's Finance & Administration Department is seeking to hire a Budget Analyst!

Why Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they will tell you about the great people, work environment, supportive leadership and City Council, and fearless innovation.

We also invest in you!

Competitive Wages: We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome benefits: The City offers benefits that are unmatched by most other employers. Please click on the benefits tab above to view more details.

Childcare Programs: To help address the challenge of reliable childcare, the City of Kirkland has agreements with two local childcare providers that offer discounted rates for our employees at 10 locations within 20 miles of Kirkland. Learn more!

Training and Career Development: The City of Kirkland believes in developing it's employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

• Performs a variety of research and analysis of budgetary issues and prepares reports of findings and recommendations.
• Provides technical assistance and training to departments concerning budget and accounting issues.
• Conducts ongoing monitoring of City revenues and expenditures and provides analysis of trends, culminating in periodic reports on City's financial performance and annual report on City's financial condition.
• Provides support during City-wide budget process by assisting in development and balancing of the City budget. Develops customized budget-related reports. Prepares and provides budget preparation training to City staff. Reviews departmental budget materials for completeness, accuracy, and reasonableness. Works with a variety of departmental staff, including departmental budget coordinators, division managers, and department directors to acquire needed information. Prepares annual budget for selected funds as assigned. Participates in budget review meetings with the City Manager and City Council. Assists in preparation of preliminary and final budget documents.
• Produces monthly sales tax trend analysis reports for City Council and city management.
• Assists in development of the six-year capital improvement program. Reviews departmental materials for accuracy, completeness, and consistency. Assists in production of preliminary and final CIP documents.
• Conducts special studies and analyses pertaining to a wide variety of issues.
• Conducts a variety of budget analysis projects and reconciliation of accounts. Monitors assigned revenue and expenditure accounts and prepares correcting journal entries if needed. Prepares reports of findings and recommendations for corrective action. Assembles revenue and expenditures data and analyzes trends.
• Develops and maintains Information Technology, Public Works, and Development Services rate models and other cost allocation modes as assigned.
• Assists Senior Financial Analyst in gathering data for the City-wide indirect cost allocation model.
• Assists in preparation of the City's comprehensive annual financial report.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

• Serves as departmental representative on ad hoc task forces and committees dealing with a wide variety of internal issues.
• Other projects and duties as may be assigned by the Director or Financial Planning Manager.
• Performs functions as assigned in the City's emergency response plan in the event of an emergency.

• Thorough knowledge of financial management principles and municipal budgeting practices. Knowledge of a variety of analytical techniques.
• Knowledge of governmental fund accounting principles and practices and financial reporting standards.
• Advanced skill in the use of spreadsheet software and related graphics capabilities. Ability to develop charts, graphs, and other explanatory materials as needed. Knowledge of database and report-writing software.
• Ability to learn and effectively use financial software and enterprise resource planning (ERP) systems.
• Ability to maintain confidentiality and routinely handle sensitive department materials.
• Ability to establish and maintain effective working relationships with a variety of staff. Ability to tactfully and effectively assure timely flow of department materials.
• Ability to communicate complex financial information verbally and in writing and to support presentations with graphs and charts.
• Ability to prioritize tasks, elicit cooperation, resolve conflicts and coordinate a diverse group of individuals.

Minimum Qualifications:

• Education: Bachelor's Degree in Accounting, Business Administration, Public Policy, Public Administration, or related field.
• Experience: 2 years professional level experience in budget, finance, or accounting preferably in a municipal setting.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

Physical Demands and Working Environment:

• Work is conducted in a typical office setting. Position typically requires extended periods of sitting while performing keyboard operations.
• Due to the demands of budget deadlines, occasional evening or weekend work is required.
• Attendance at Council meetings is occasionally required; meetings are held in the evenings or outside normal office hours.

Selection Process

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call or Telecommunications Device for the Deaf 711.