CONTRACT AND PRODUCTION COORDINATOR

CONTRACT AND PRODUCTION COORDINATOR

Departments: Sales, Estimating and Production

Reports to: Vice President

About the Role:

We are looking for an organized, resourceful problem-solver to be the connective tissue between our estimating, contracts and field production teams. You will own the bid-to-contract process from start to finish, keep production paperwork and job costing on tract, and be the go-to person everyone relies on to keep things moving. If you love variety, thrive on details, and want real ownership over how things run, we'd love to meet you.

What you will do:

• Manage the bid-to-contract process - build bid packets, request bonds and insurance, and review contracts (including DOT, city and county/parish) for accuracy and approval.
• Notarize contracts and other documents as needed and manage ongoing municipal and cooperative purchasing contracts (city, county/parish, and TIPS).
• Enter won projects into our job systems (Heavy Bid to Heavy Job) and set up new projects and work orders in Sage.
• Keep the bid tracking file and project documentation organized and current, so nothing falls through the cracks.
• Track field production activity: process daily run sheets, allocate labor and materials, and monitor production units against job costs.
• Support field crews with payroll software - reviewing and updating time entries and job allocations.
• Keep purchase orders, inventory records, and diesel/fuel tracking up to date in our accounting system.
• Serve as liaison between leadership, department managers, and the production and sales support teams - the first point of contact for questions and training.
• Provide backup support to the estimating team on work orders, change orders, and project setup.
• Send periodic follow-up outreach to clients and partners to keep relationships warm.
• Spot opportunities to improve processes and help implement them.

What we are looking for:

• 2+ years of relevant office administration, contract, or project support experience; construction industry background strongly preferred.
• Comfortable juggling multiple priorities and deadlines in a fast-moving environment.
• Proficient in Microsoft Office (especially Excel); experience with Sage, HCSS/Heavy Job, or Paylocity a big plus.
• Sharp attention to detail with strong follow-through.
• Great communicator who works well across teams, from the office to the field.
• Bilingual in Spanish a plus.
• Notary certification a plus.

Physical Requirements:

Primarily desk-based with prolonged periods at the computer. Occasionally lifts and moves items up to 20 pounds.