Contract Specialist Administrator - Real Estate Development

Our Company: 

Quarterra is a real estate investment firm focused on creating long-term value through the development of high-quality multifamily communities nationwide. With 11 regional offices across 20 states, Quarterra combines institutional scale with local market expertise to deliver purposefully designed rental communities in high-growth markets. Quarterra's core strategy includes the expansion of its Emblem portfolio - a growing collection of attainably priced communities that deliver efficient design, modern amenities, and strong investment fundamentals. Emblem Communities are thoughtfully positioned to meet the needs of today's renters while supporting Quarterra's broader vision of sustainable, resilient, and diversified housing solutions.

Summary of Position: 

Reporting to the Contract Administration Manager, the Contract Specialist supports Quarterra's development operations through contract administration, vendor onboarding, insurance compliance, commitment tracking, and contract-related accounts payable processes across multiple projects. This role is responsible for ensuring contract administration activities are completed accurately, timely, and in accordance with company policies, approval authorities, and risk standards while exercising sound independent judgment.

The Contract Specialist partners cross-functionally with Development, Construction, Accounting, Legal, Risk Management, and external vendors to support efficient project execution, mitigate contractual and compliance risk, and maintain accurate documentation throughout the project lifecycle.

Principal Duties and Responsibilities:

• Contract Administration & Negotiation
  • Prepare, review, negotiate, execute, and administer contracts with vendors, consultants, and contractors in compliance with company policies, approval authorities, and business objectives.
  • Evaluate contract terms and conditions within established templates and approval parameters, identify risk considerations, and recommend modifications in collaboration with Legal, Risk Management, and internal project stakeholders.
  • Balance commercial, operational, and risk considerations to support efficient project execution.
  • Consult with the Senior Contract Specialists or Contract Administration Manager, as needed for policy guidance, subject matter expertise, or escalated issues. Escalate complex legal, risk, or non-standard contract matters to Legal and/or Risk Management as appropriate.
     
• Vendor, Insurance & Compliance Management
  • Establish and maintain vendors in accounts payable, contract administration, and insurance compliance systems.
  • Manage and track Certificates of Insurance, bonds, and related compliance documentation, ensuring adherence to Quarterra's insurance requirements.
  • Proactively monitor and identify insurance and contractual compliance gaps, recommend corrective actions, and escalate significant risks as appropriate.
  • Maintain complete, accurate, and audit-ready contract, insurance, bond, vendor, and commitment records within company systems.
     
• Accounts Payable & Financial Controls
  • Review and validate invoices against executed contract terms, approved commitments, and required supporting documentation.
  • Code invoices accurately within the accounts payable system and support timely processing in partnership with Development Accounting.
  • Escalate payment discrepancies, vendor concerns, or invoice issues requiring resolution to ensure fiscal accountability and compliance with internal controls.
  • Assist in maintaining accurate project commitments and contractual records within company systems to support job cost reporting, audits, and financial reporting needs.
     
• Project Tracking & Documentation
  • Develop and maintain project-related schedules and logs, including contract trackers, consultant rosters, commitment tracking reports, and bond schedules.
  • Ensure documentation accuracy, completeness, organization, and audit readiness across multiple active development projects.
     
• Operational Effectiveness & Continuous Improvement
  • Exercise independent judgment in prioritizing workload across multiple development projects, vendors, and deadlines while maintaining responsiveness to business needs.
  • Recommend and support improvements to workflows, documentation practices, reporting, and systems to improve efficiency, consistency, scalability, and stakeholder experience.
     
• Operational Effectiveness & Continuous Improvement
  • Facilitate notarization of documents as required.
  • Provide limited support for office and project administration activities, including maintaining files, coordinating mail and deliveries, and assisting with document management as needed.

Education and Experience Requirements:

• Bachelor’s degree in Business Administration, Accounting, Finance, Construction Management, Real Estate, or a related field preferred.
• Minimum of three (3) years of related experience in contract administration, development operations, accounting, construction administration, procurement, or a similar role.
• Experience with contract negotiation, vendor onboarding, insurance compliance, and contractual risk management strongly preferred.
• Notary Public designation preferred, or the ability to obtain one.
• Proficiency in Microsoft Office, including Excel and Word; experience with Docusign, Adobe, Sage, and contract management systems preferred.
• Strong written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Demonstrated ability to manage multiple priorities in a fast-paced environment while providing high levels of customer service to internal and external stakeholders.

Physical Requirements and Disclaimer:

This position is primarily a sedentary office role and requires the ability to routinely operate a computer and other standard office equipment. The role also requires effective verbal and written communication, including the ability to speak and hear. Occasional standing, walking, stooping, reaching, and lifting or carrying items up to 25 pounds may be required. Fine motor skills and finger dexterity are necessary for keyboarding and detailed tasks.

This job description is intended to describe the general nature and level of work performed by associates in this role. It is not intended to be an exhaustive list of all duties, responsibilities, or activities. Responsibilities, duties, and assignments may change at any time, with or without notice, based on business needs.