Position Overview
We are seeking an experienced and detail-oriented Contract Administrator to join our growing team. This role is critical to ensuring smooth project execution by managing contracts, change orders, and compliance processes from start to finish. As the key point of contact for all contract-related matters, you will work closely with internal leadership, external clients, legal counsel, and insurance teams to ensure all documentation is accurate, organized, and completed on time.
The ideal candidate is proactive, highly organized, and brings strong communication skills to follow up persistently and resolve outstanding tasks without being prompted. This is a role where nothing should slip through the cracks — and where the right person takes real ownership of every contract from initiation through execution.
Key Responsibilities
Contract Management & Oversight
- Oversee contracts with general contractors and vendors, ensuring accuracy, compliance, and proper documentation throughout the contract lifecycle
- Track the progress of contracts, send them out for review or signature, and follow up with internal team members and external parties to ensure timely completion
- Maintain clear and organized records of contract progress to eliminate ambiguity, reduce delays, and provide leadership with a current picture of all open items
- Serve as the primary point of contact for all contract and compliance-related inquiries from internal and external stakeholders
Change Order Tracking
- Monitor and track general contractor change orders across active projects
- Ensure timely follow-up on all pending change orders to avoid project delays or cost exposure
- Maintain organized records of all change order activity and communicate status to the relevant internal team members proactively
OCIP / CCIP Insurance Program Management
- Manage Owner-Controlled Insurance Program (OCIP) and Contractor-Controlled Insurance Program (CCIP) processes
- Coordinate subcontractor enrollment into applicable insurance programs, track enrollment progress, and resolve any pending items
- Communicate with insurance teams and external parties to ensure all compliance requirements are met and documentation is complete
Compliance & Accounting Support
- Assist the project accountant with compliance tasks, including managing contracts and insurance documentation
- Ensure projects are set up accurately in the accounting system by coordinating with internal team members and completing required setup tasks in a timely manner
- Proactively gather necessary information from internal and external contacts to keep compliance tasks moving without delays
Stakeholder Communication & Coordination
- Communicate regularly with internal leadership, external clients, legal counsel, and insurance teams on contract and compliance matters
- Participate in Microsoft Teams calls and negotiation meetings as a representative of the contract administration function
- Proactively reach out to internal team members to gather outstanding information, resolve open issues, and keep all parties aligned on next steps
Records & Documentation Management
- Maintain organized, accurate, and audit-ready records of all contracts, change orders, and compliance documentation
- Ensure all documentation is properly filed, labeled, and accessible to the appropriate stakeholders
- Flag any gaps, discrepancies, or missing documentation and take action to resolve them without waiting to be asked
Required Qualifications
- 3 or more years of proven experience in contract administration, project coordination, or a closely related role — the more contract-specific knowledge and experience, the better
- Strong attention to detail with the ability to identify and resolve discrepancies in contracts, compliance documents, and change orders
- Excellent written and verbal communication skills — comfortable corresponding with internal leadership, clients, legal counsel, and insurance teams professionally and clearly
- Highly organized with a proactive approach to follow-up, tracking, and deadline management
- Ability to manage multiple contracts, tasks, and deadlines simultaneously in a fast-paced environment
- Proficiency in Microsoft Office Suite and Adobe products — these are the primary tools for this role
- Comfortable working independently and taking full ownership of assigned responsibilities while collaborating effectively with the broader team
- Must demonstrate strong attention to detail through a skills assessment as part of the hiring process
Preferred Qualifications
- Construction industry experience — a meaningful advantage given the nature of the contracts and compliance requirements in this role
- Familiarity with OCIP and CCIP processes and insurance compliance requirements
- Experience with CMiC or comparable construction accounting and project management software
- Proficiency with DocuSign or comparable e-signature and document workflow platforms
- Background managing subcontractor compliance, enrollment, or insurance documentation
Tools & Software
Required
- Microsoft Office Suite — Word, Excel, Outlook, and Teams for daily contract administration and stakeholder communication
- Adobe Acrobat — document management and PDF workflows
Preferred
- DocuSign — e-signature and contract routing
- CMiC — construction accounting and project management system
Requirements
This is a full time role
Up to $6/hr
100% Remote Work
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