Construction Contract Administrator

New Today

Company Overview:
We are a leading commercial coatings subcontractor with a strong reputation for delivering high-quality finishes across a diverse portfolio of projects. With a growing customer base, we are seeking a detail-oriented and proactive Contract Administrator to support our project and accounting teams in managing contracts, T&M documentation, and change orders.
Position Summary:
The Contract Administrator plays a critical role in ensuring the accurate and timely documentation, tracking, and closure of all contract-related activities. This includes managing Time & Material (T&M) tickets, processing change orders and maintaining clear communication with Project Managers (PMs), accounting, and customers to ensure contractual compliance and financial accuracy.
Key Responsibilities:
T&M Ticket Management:
o Collect, review, and organize daily T&M tickets from field teams.
o Ensure proper documentation, coding, and customer sign-offs.
o Track and reconcile T&M work against project budgets and scopes.
Change Order Administration:
o Draft, submit, and track change order requests.
o Coordinate with PMs and customers for approvals and documentation.
o Maintain a change order log and ensure timely billing.
Contract Documentation:
o Maintain organized records of contracts, subcontracts, amendments, and correspondence.
Ensure compliance with contract terms and conditions
o Track contract expiration and renewal dates and proactively notify relevant stakeholders of upcoming deadlines.
o Coordinate with legal and compliance teams to review contract language and ensure alignment with company policies and risk management practices.
Cross-Functional Communication:
o Liaise with PMs to ensure alignment on scope changes and contract deliverables.
o Work closely with accounting to support billing, cost tracking, and revenue recognition.
o Serve as a point of contact for customers regarding contract-related inquiries.
o Reporting & Compliance:
o Generate regular reports on contract status, outstanding change orders, and T&M summaries.
o Support internal audits and ensure adherence to company policies and procedures.
Proposal Issuance:
Serve as the gatekeeper for the contract review process to prevent execution prior to stakeholder sign-off.
Coordinate internal stakeholder reviews prior to contract execution to ensure all contracts are reviewed and approved before signing.
Ensure compliance with contract terms and conditions.
Maintain organized records of contracts, subcontracts, amendments, and correspondence.
Signing Authority:
In situations where no formal contract document is issued by the customer, prepare and issue proposals for customer approval in coordination with the PM team.
Qualifications:
3+ years of experience in contract administration, preferably in construction or subcontracting.
Familiarity with commercial coatings or specialty trades is a plus.
Familiarity with Procore is a plus
Proficient in Microsoft Office Suite and project management software
Excellent communication and interpersonal skills.
Ability to manage multiple priorities in a fast-paced environment.
Preferred Traits:
Detail-oriented with a proactive mindset.
Strong problem-solving and follow-up skills.
Comfortable working independently and collaboratively.
Job Type: Full-time
Pay: $70,000.00 - $90,000.00 per year
Benefits: 401(k) Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance
Work Location: In person
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Location:
Carlsbad
Salary:
£$70,000 - £$90,000 Per Annum
Job Type:
FullTime
Category:
Administration

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