Emily Rodriguez

Job Responsibilities: Including but not limited to

• Answer telephone calls related to construction contracts.
• Maintain and organize project specific shared files and all project specific correspondence.
• Track and report biweekly time, status changes, and additional HR forms in accordance with HR policy.
• Prints incoming agreement requests and prepares agreement file folders.
• Thoroughly reviews and verifies all agreement requests for compliance in the following areas: Sunbiz, licensing, insurance, prequalification approval, and Bonds.
• Format and finalize the agreement.
• Issues and enters agreements (subcontracts, POs, PSA’s, Land Dev & Field PO’s) in Sage.
• Logs agreements and uploads Exhibit B, C, and M (if applicable) in AutoDesk, updates notes pertaining to the agreements.
• Assist Purchasing Managers with Workzone.
• Notifies team of any missing and or incorrect documents pertaining to the agreement.
• Follows up with project team pertaining to agreements that are on hold due to missing information or revision request.
• Monitor status and follow-up with the project team until agreements are fully executed.
• Tracks subcontract agreements and reminds Subs that an original agreement is needed for full execution. (DocuSign)
• Sends weekly agreement updates to the Project Team and Document Control Manager.
• Maintains, scans, and saves agreements in the shared file.
• Prepare contract change notices as delegated by PM, Super, DOC, or CEO.
• Print reports (SAGE) and prepares monthly reporting for PM/DOC as deemed necessary.
• Prepare and track execution of contract change management documents (change order requests, owner change orders, and commitment change orders).
• Administer/maintain Sage database to include but not limited to: change management, project specific vendor database, contact database, RFI, submittal, and meeting minutes.
• Compile all documents necessary for subcontracts, purchase orders, and commitments.
• Issue Field Commitments.
• Track and administer all vendor, supplier, and subcontractor insurance.
• Track NTO’s
• Assist Finance with monthly Owner AIA, if necessary.
• Assist AP with the Release payments to Subcontractors & Vendors *if necessary
• Process check requests including routing, approval, etc.
• Obtain approval for, code, and authorize (first tier authorization) monthly invoices (Subcontractors & Vendors in TimberScan).
• Assist PM and PE in the collection and compilation of all closeout documents, including insurance, warranty, QA/QC documents, final Change Orders, etc. in accordance with project specific contract specifications.
• Assist Field Administrators and accounting.
• Work with legal resources to obtain legal advice, regulatory issues, compliance issues, and other matters as needed.

• Process invoices for payment, ensuring accuracy and compliance with company policies.
• Ensure timely and accurate payments to vendors and suppliers, including oversight of petty cash accounts.
• Maintain detailed and accurate records of all transactions, outstanding payables, and financial documentation for auditing and tax compliance.
• Manage and submit payment applications for contractors and subcontractors during construction purchase requisitions.

• Delivered excellent customer service by ensuring customer satisfaction; addressing inquiries and resolving issues.
• Assisted in hiring and onboarding of new team members.
• Oversaw facility maintenance operations, ensuring cleanliness, safety, and operational efficiency of equipment and systems.
• Negotiated contracts with vendors, scheduled maintenance tasks, and implemented safety procedures.

• Managed company assets, tracked expenditures, and maintained accurate financial records.
• Maintained and updated accounts receivable files and accounting databases.
• Recorded and reconciled petty cash transactions.
• Communicated with suppliers regarding updates to service agreements and payment options.

• Assessed customer complaints and requests to determine appropriate resolution or redirection.
• Conducted outbound communications to update claims status guiding customers and service providers through the claims process.
• Reviewed invoices and documentation to verify accuracy and proof of payment for claim credit and reimbursements.
• Created service provider profiles in Service Bench for new partners.

• Maintained vendor records, including data entry, Federal ID verification, and 1099 reporting.
• Processed check requests and vendor payments, ensuring timely discounts and credit application.
• Vouchered invoices for service providers and distributors, matching purchase orders and service claims.
• Reconciled vendor statements by verifying entries and system balances; handled payment and invoice discrepancies.

• Managed, verified, and processed customer claims and payments.
• Conducted invoice verifications and credit calculations.
• Reviewed and reconciled unauthorized claim submittals.
• Served as back-up receptionist, handling and routing calls, visitor greetings, and front desk duties.
• Assisted in cross-training and peer-coaching within the department.