Contract Coordinator

About the role

The Program Coordinator is responsible for supporting the successful administration and execution of California State contracts. This role serves as the central coordination point between customers, project managers, engineering teams, subcontractors, distributors, and internal operations. The ideal candidate is highly organized, detail oriented, and experienced managing multiple priorities in a fast paced environment. This individual will ensure contract compliance, maintain accurate reporting, assist with project documentation, coordinate customer communications, and support executive leadership with program administration.

Key responsibilities

• Maintain all contract documentation and track contract deliverables and milestones.
• Coordinate Statements of Work (SOWs) and review customer requirements.
• Maintain contract amendments, modifications, and ensure compliance with State contract requirements.
• Track insurance certificates, certifications, and required documentation from subcontractors.
• Prepare monthly program status reports and maintain executive dashboards.
• Track open opportunities, active projects, revenue forecasts, backlog, change orders, risk logs, action items, and lessons learned.
• Provide weekly executive summaries to leadership.
• Schedule kickoff meetings, prepare meeting agendas and minutes, and track action items.
• Serve as administrative liaison for customers and coordinate documentation requests.
• Coordinate with distributors and subcontractors, and track purchase orders, deliveries, RMAs, and lead times.
• Support Accounting with budgets, billing milestones, invoicing, outstanding invoices, and revenue forecasting.
• Maintain SOWs, change orders, quotes, purchase orders, schedules, as-builts, acceptance forms, sign offs, and engineering deliverables.
• Ensure compliance with CalNET requirements, customer reporting, insurance, Small Business/DVBE requirements, safety documentation, and contract deliverables.
• Prepare executive presentations and KPI dashboards and track strategic initiatives and program health.

About you

• 3–5 years of project coordination, program coordination, contract administration, or PMO experience.
• Strong Microsoft Office skills (Excel, Word, PowerPoint).
• Excellent written and verbal communication.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple projects simultaneously.
• Experience coordinating meetings and maintaining action items.
• Knowledge of public sector procurement (preferred).
• Experience with QuickBooks Online (preferred).
• Experience with Monday.com, Microsoft Project, Smartsheet, or Asana (preferred).
• Familiarity with IT infrastructure or professional services (preferred).