Career Opportunities with Milhouse Engineering & Construction

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Construction Contracts Administrator

Department: Construction Engineering
Location: Chicago , IL

Company Overview:

Milhouse Engineering & Construction is a Chicago-based firm with 16 years of experience in the Aviation, Facilities, Gas, Power, Transportation, and Water/Wastewater sectors. Milhouse has experienced phenomenal growth evolving into a professional, full-service engineering and architectural consulting firm to provide Civil, Construction, Electrical, Energy, Mechanical, Environmental, Heavy Industry, and Structural engineering services along with Architectural services. With more than 200 professionals and offices in multiple locations across the country, Milhouse commits to delivering quality services on budget on schedule with integrity to clients in the federal, private and public sectors. Milhouse provides the highest level of total customer satisfaction by listening to, and responding to every client, and utilizing best business and technology practices. By developing and utilizing some of the industry’s “Best in Class” talent, Milhouse has received numerous awards and recognitions, including being named one of the 2017 winners of the “Chicago’s 101 Best and Brightest Companies to Work For” award for the 13th year in a row.


REPORTS TO: Manager of Contract Administration

OVERALL OBJECTIVE:  Assists the Manager of Contract Administration in minimizing risk and maximizing financial and operational performance by systematically and efficiently managing contract execution and analysis.

JOB COMPLEXITY/SCOPE:  Assists in the preparation of reviews, construction contract documents, payments, change modifications, and assists with the coordination of project close-out

SUPERVISION:   Receives prioritization and guidance on day-to-day work and general instructions on new assignments. Performs most job functions independently. 


JOB DUTIES: Performs the below duties and all other duties as assigned.

  • Assists with compiling information for FOIA’s, claims, or liens in response to requests from clients.
  • Assists the Manager of Contract Administration with the preparation of bid packages.
  • Assists with the collection and prepares Requests for Subcontractor Approval (RSA).
  • Periodically attends Roundtable Meetings and prepares Roundtable agenda.
  • Coordinates final compliance assessments.
  • Prepares documentation for grant closure.
  • Prepares APRF’s (All Purpose Requisition Forms) and tracks APRF processing for CDA routing and approval process.
  • Collects and distributes the Requests for Subcontractor Approval.
  • Oversees the final approval process of all contractor insurance certificates.
  • Supervises the maintenance of contractor insurance expiration dates.
  • Prepares Proposed Contract Modifications (PCMs), Request for Contract Modifications (RCM), and Line Item Adjustments (LIC).
  • Reviews contractor proposals for changed work.
  • Maintains the RSA logs, PCM/RCM logs, pay estimate logs and close-out log reports.
  • Monitors the submission of certified payroll and canvass reports.
  • Prepares monthly DBE reports.
  • Oversees the closeout procedures of completed projects once all contract changes have been processed.
  • Supports the Manager of Contract Administration in ensuring the audit of the Quantity Book is complete and accurate.
  • Prepares final compliance packages for the Department of Procurement Services.
  • Monitors the submission of certified payroll and canvass reports.
  • May conduct monthly on site payroll interviews.
  • Attends and participates in meetings as required.
  • Reviews contractor payment requests and progress and produces payments.
  • Reviews required progress submittals, audits force account billings, contractor change modification requests, and reports on payment estimate processing.
  • Completes audits for each individual home in contract to ensure all paperwork is in place and quantities have been recorded correctly in the Quantity Book.
  • Assists in closeout of projects once all contract changes have been processed.
  • Collects all final waivers.
  • Coordinates all final compliance assessments.
  • Prepares all final invoices.
  • Verifies payroll rates with contract requirements.
  • Monitors the submission of certified payroll and canvass reports.
  • May conduct monthly on site payroll interviews.
  • Attends and participates in meetings as required.



  • Bachelor’s degree preferred in related field including Construction Management, Engineering, or Finance, or equivalent combination of education and experience
  • Typically requires 3 or 5 years related experience
  • Experience working with public entities (CDA, CDOT, CTA, etc.) and IDOT Documentation Certificate preferred.
  • Must be a proficient user of Microsoft Excel.
  • Ability to use a computer, the Internet, Adobe Acrobat, word processing, and email software.



Flexibility and Adaptability

  • Adjusts to new or changing assignments, processes, and people.
  • Demonstrates willingness to listen to other opinions.
  • Provides examples of shifting from task to task

Learning Oriented

  • Demonstrates grasp of new information and its implications.
  • Seeks out and relies on others in areas of own limitations.
  • Applies feedback and changes behavior accordingly.

Oral Communications

  • Speaks well without preparation.
  • Adapts language, tone, structure, and level of detail to the needs of others.
  • Maintains a dialogue in difficult situations.


  • Identifies and nurtures characteristics of good teamwork.
  • Names primary and ancillary members of own team.
  • Explains team mission and objectives.

Problem Solving

  • Identifies and documents specific problems and resolution alternatives.
  • Helps to analyze risks and benefits of alternative approaches and obtain decision on resolution.
  • Facilitates reconciliation rather than divisiveness among individuals.

Written Communication

  • Produces written materials in business- and industry-specific technical language.
  • Adapts writing -- language, form, style, tone -- to different audiences.
  • Reviews the written materials of others and provides feedback and coaching.



  • Ordinary ambulatory skills sufficient to move throughout the office;
  • The ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects;
  • Good hand-eye coordination; the ability to reach with hands and arms; and arm, hand, and finger dexterity, including the ability to grasp;
  • Close visual acuity to use a keyboard, operate office equipment, prepare and review data and figures, and view a computer monitor;
  • The ability to talk and hear;
  • The ability to work in an upper level of a high-rise office building (Cotter Chicago office and some client offices);
  • The ability to handle temperature changes consistent with inside environmental conditions; and
  • Mental abilities including remembering, reasoning, concentrating to remain on task, reading, problem solving, managing concurrent tasks, and the ability to understand and follow directions.
  • The ability to type 37 wpm with 92% accuracy


Job duties that require visiting a construction work site require the following:

  • Normal color vision;
  • The ability to ascend and descend ladders, stairs, scaffolding, ramps, etc., using feet and legs and/or hands and arms;
  • The ability to move across uneven surfaces and the ability to maintain body equilibrium to prevent falling on uneven or slippery surfaces;
  • The ability to stoop, kneel, or crouch;
  • The ability to stand for sustained periods of time;
  • The ability to work in confined spaces and narrow passageways;
  • The ability to work in high places; and
  • The ability to handle outside environmental conditions including extreme heat, extreme cold, loud noise levels, fumes, odors, dusts, gases, and oils.

Milhouse Engineering and Construction is an affirmative action/equal opportunity employer.




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