Contracts Administrator-Financial Analyst Facilities in Charlotte, NC at Sonic Automotive

Date Posted: 1/4/2022

Job Snapshot

Employee Type: Full-time
Location: 4401 Colwick Road
Charlotte, NC 28211
Job Type: Finance
Experience: Mid-Senior Level


Job Description


Supporting Facilities Department, the Contracts Administrator/Financial Analyst will initiate, track and complete various contractual activities assigned to them.  Process, and track contract workflows through completion, to include collection and filing of closeout information, warranties, certificates of occupancy etc. Responsible for accurate and complete data entry of high volume of contracts into a centralized contracts business system.

In addition, provide support for other administrative functions to include, but not limited to, filing, renewing Professional/Contractor/jurisdictional business licenses, landlord notices etc. Ensure team follows established internal control requirements, policies, procedures, processes and business systems.  Various financial responsibilities include ensuring project accountant is up to date on billings, contract commitments, change orders. Make certain that current insurance certificates are on file for vendors. 

Provide administrative support to Vice President of Facilities.

Excellent knowledge in following areas is essential for this role: Project controls and Accounting Principles to ensure timely and accurate reporting. Demonstrated leadership, teamwork, and strong interpersonal skills.


Duties and Responsibilities


  • Performs contract administration assignments for all phases of contractual undertakings.
  • Draft contracts, Change Orders (if required) and Purchase Orders/Supply Agreements for projects. Ensure proper signatures are received and distribution is completed upon final execution of each service contract. Maintain a matrix of Contracts.
  • Coordinate the preparation and revision of contracts and supply agreements for all aspects of Facility Developments that includes ensuring Sonic standard contract practices are being implemented.  Gather exhibits from Project Managers and Preconstruction Director and assemble into a fully coordinated contract/supply agreement
  • Issue contracts and/or supply agreements for Facility Department related scopes. Track contract status through full execution by Sonic Officers as required.
  • Receive Vendor Change Orders and ensure they are approved by Project Managers and Preconstruction Director and executed by Vice President of Facilities.
  • Ensure all contracts/supply agreements have been entered as commitments into the Sonic Financial system.  Close coordination and communication with Project Managers/Project Coordinators/Accountants is essential in this area.
  • Brings contract problems to the attention of Preconstruction Director and/or Vice President of Facilities
  • Prepare notice to landlords for planned improvements on leased facilities
  • Coordinate with Project Accountant the collection and filing of Insurance Certification Requirements for Vendors
  • Maintain system for building contractor, tenant, and tenant construction certificates of insurance.
  • Work with Manufacturers’ Relations in obtaining key OEM deadlines etc and organizing in the Facilities Project Dashboard. Track progress and report status to Vice President of Facilities of same milestones through completion.
  • Support the filing and renewal of various licenses/permits needed to support the construction delivery process. 
  • File all preliminary notices in respective vendor contract files.
  • Ensure documentation of capital and tenant improvement projects, including drawings, minutes, correspondence and close out packages, certificates of occupancy and warranties.
  • Organize and maintain file system for projects.
  • Responsible for maintenance of all contract files
  • Responsible for the ensuring all project close out records have been collected and verified by the Sonic team members in accordance with playbook.
  • Obtain certifications of substantial completion and final completion from Architects on projects.
  • Liaison with accounting, construction managers, and vendors to resolve documentation support and payment issues.
  • Liaison with accounting and construction managers in, new job setup requests, and budget revision requests.
  • Liaison with accounting and other departments as required and provide key financial information as needed.
  • Support Vice President of Facilities Development in miscellaneous administration functions such as travel booking, expense processing, team meeting organization etc.
  • Performs other responsibilities associated with this position as may be appropriate.



Culture, Leadership and Employee Development

  • Serves as a role model and promotes professional behavior.
  • Professional demeanor with excellent written and verbal English communication skills interact effectively with contractors, tenants, peers, vendors, and management.
  • Participates in and supports training programs, and commits to the development of department personnel and of self.
  • Have the proven ability to manage multiple projects and tasks simultaneously


Essential Capabilities

Core Values

Band Specific

  • Focus on Excellence
  • Foster Teamwork & Collaboration
  • Respect & Value Others
  • Integrity
  • Thinking Skills
  • Results Driven
  • Establish Priorities
  • Interpersonal Sensitivity
  • Motivate & Inspire Others
  • Mindful of Risk & Safety
  • Influence
  • Business Acumen



  • A candidate with a strong background in project process and procedure is essential.
  • General knowledge of real estate and construction management and associated general office/administrative processes.
  • Demonstrated ability to develop and execute effective task planning
  • Ability to work under pressure and manage competing priorities while staying focused and meeting deadlines without sacrificing accuracy.
  • Strong computer skills required including Microsoft Office Suite, finance reporting tools
  • Timberline experience a plus
  • Demonstrates solid presentation skills and verbal/written communication skills.
  • Strong analytical and problem-solving skills 
  • Able to make decisions under tight deadlines.



  • 3-5 Years of contract administration/accounting experience.
  • Experience working on large scale development of construction projects in similar role

·         Must possess strong written and oral communication skills, excellent interpersonal skills, and a working knowledge of PC software packages typically associated with contract administration/financial reporting. In addition, the ability to perform in a lead capacity is also required. Good organizational skills, ability to multi-task, attentive to detail, with excellent follow-up skills, and ability to self-lead while adapting and performing in a changing, entrepreneurial environment.


Working Conditions


Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is frequently required to stand and walk. The employee is occasionally required to climb or balance and stoop, kneel, or crouch. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

It's time to make the most important move of your career.  From our cooperative, team-based approach, to our more than 1,000 internal advancements each year, it's easy to see the difference. When you join our organization, you'll enjoy comprehensive training, competitive compensation, and unparalleled benefits. Simply put, you'll experience the best that a career in the automotive industry has to offer.

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