Contracts Administrator

The Contracts Administrator plays an integral role in supporting the successful execution of construction projects by managing project documentation, facilitating communication between internal and external stakeholders, and ensuring compliance with contractual and financial obligations. This position serves as a key liaison between Project Managers, subcontractors, vendors, and owners, with a strong focus on accuracy, organization, and timeliness.

PRINCIPAL RESPONSIBILITIES

Contract Administration & Documentation

• Partner with accounting leadership to review and manage all Owner Contracts, including bonds, certificates of insurance (COIs), and required supporting documentation.
• Review and process Owner Change Orders, Subcontracts, Subcontract Change Orders, Purchase Orders, and Purchase Order Change Orders.
• Facilitate execution of contracts using DocuSign and manage contract workflows through Trimble Pay.
• Ensure all project documentation is accurately entered and maintained in Vista (Viewpoint) ERP and Procore systems.
• Support contract compliance for subcontractors, including insurance verification and required submissions.

Project Tracking & Coordination

• Maintain and update project-related tasks and commitments in Procore, following up with stakeholders on any outstanding items.
• Assist with vendor setup, ensuring all required documentation is complete and approved prior to issuing POs or contracts.
• Support internal communication between departments to ensure smooth project execution and consistent documentation.
• Facilitate compliance with AIA contract formats and industry standards where required.

Miscellaneous Support

• Provide general administrative and project-related support as needed to project teams.
• Coordinate with Accounting on contract-related disbursements, ensuring required documentation and approvals are complete prior to payment.
• Ensure all tasks are completed in alignment with company policies.
• Maintain established turnaround times for reviewing and issuing contracts.
• Participate in process improvement efforts related to contract and project coordination.

REQUIREMENTS

• 3+ years of experience in a contracts administration, construction office manager, or construction administration, or related support role.
• Understanding of construction industry documentation, including AIA formats, COIs, and lien waivers.
  Proficiency in construction software platforms such as Vista (Viewpoint), Procore, DocuSign, and Trimble Pay preferred.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple deadlines and priorities with minimal supervision.
• Strong written and verbal communication skills; comfortable communicating with project managers, owners, and subcontractors.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word).