Contract Administrator

CONTRACT ADMINISTRATOR Mission: The Contract Administrator’s primary responsibility is to serve as the “glue”which holds together the verbal and written communications at the project, involving contracts, letters, reports, invoices, requisitions, and phone calls between all the other members of the project team including designers, owners, suppliers, subcontractors, and the main office.

The Duties Of The Contract Administrator Include Office Management

• Assuring that the jobsite office transactions and correspondence are handled in a professional manner, assures that all files are maintained properly and neatly
• Produces, maintains, and distributes logs/reports for executive review weekly at minimum or as requested
• Prepares letters, minutes, and reports for the other team members
• Preparing contracts, purchase orders, and agreements
• Maintaining readable scanned files/exhibits to be used for such contracts, purchase orders, and agreements
• Assuring the appropriate parties sign contracts/purchase orders/agreements in a timely manner
• Preparing contract routing forms (with supporting backup) and routing to obtain approvals
• General word processing of correspondence, subcontracts, change orders, releases, etc.
• Monitors and logs current status of all contracts, purchase orders, change orders, and releases to subcontractors and suppliers
• Distributes and files all correspondence including electronic correspondence
• Orders office supplies and materials
• Schedules conference room usage, assists guests with refreshments, and prepares room for the next meetings.

Assists the Project Manager, Project Engineer, Superintendents, and Project Executive

• Interacts with vendors, contractors, consultants, and internal company staff

• Schedules meetings and confirms attendance of participants

• Dials team members into phone meetings as needed

• Distributes meeting minutes and assures that parties receive them timely

• Assures that subcontracts are signed by the appropriate parties in a timely manner (Follows up), and prior to mobilization on site

• Assures that subcontractor payment and performance bonds are received in a timely manner

• Assures that subcontractors trade payment breakdowns are received with signed contract, or prior to mobilization on site

• Preparing change orders once routing forms are approved and committed in Sage

• Receiving & routing applications & invoices for PM review; followed by PX

• Notifying firms of any changes (such as rejections) to their applications & invoices

• Maintaining up to date “Notice to Owner” log

• Tracking and collecting all releases/waivers from “all”; such as subcontractors, sub-tiers, suppliers, vendors, etc.

• Assisting Project Team with closeout. For example:

• Generating closeout letters.

• Obtaining warranties and other related documents.

• Disbursing final payments & retainage.

• Working directly with insurance agent regarding insurance programs (such as OCIP). For example:

• Assuring credit forms are completed.

• Monitoring agent’s log while enforcing such credits are submitted.

• Assisting Accounting Team with initial and/or final insurance change orders.

• Performing other duties as required. This job description in no way states or implies that these are the only duties to be performed by the CA role. CA will be required to perform any other job-related duties assigned by the PX and/or PM

• Performing other general tasks (not listed above) such as entering drawing logs and creating meeting minutes.

Qualifications & Skills

• 5+ years of experience in construction support, office management, or a related field.
• Strong organizational skills with attention to detail and accuracy.
• Excellent communication and coordination abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and project management tools.
• Ability to multitask, prioritize work, and meet deadlines in a fast-paced environment.
• Familiarity with construction terminology, contracts, and compliance requirements is preferred.