Contract Administrator

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:
• Collect, review, and organize daily T&M tickets from field teams.
• Ensure proper documentation, coding, and customer sign-offs.
• Track and reconcile T&M work against project budgets and scopes.
• Change Order Administration:
• Draft, submit, and track change order requests.
• Coordinate with PMs and customers for approvals and documentation.
• Enter change orders and budget modifications into software.
• Maintain a change order log and ensure timely billing.
• Contract Documentation:
• Maintain organized records of contracts, subcontracts, amendments, and correspondence.
• Complete New Job Start Form for each new awarded contract.
• Ensure compliance with contract terms and conditions.
• Track contract expiration and renewal dates and proactively notify relevant stakeholders of upcoming deadlines.
• Coordinate with legal and compliance teams to review contract language and ensure alignment with company policies and risk management practices.
• Cross-Functional Communication:
• Liaise with PMs to ensure alignment on scope changes and contract deliverables.
• Work closely with accounting to support billing, cost tracking, and revenue recognition.
• Serve as a point of contact for customers regarding contract-related inquiries.
• Reporting & Compliance:
• Generate regular reports on contract status, outstanding change orders, and T&M summaries.
• Support internal audits and ensure adherence to company policies and procedures.

Proposal Issuance:

• Serve as the gatekeeper for the contract review process.
• Coordinate internal stakeholder reviews to ensure all contracts are reviewed and approved.
• 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 Sage 300 CRE is a plus
• Strong organizational and documentation skills.
• 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.