Contracts Administrator (Shared Services)

About Us

Apollo is a Mission-Critical Infrastructure Engineering, Construction, Commissioning, and Operations Support Services Company. We serve mission-critical industries globally with commissioning, emergency response, operations support, and owner's representative services. Apollo is currently executing projects in multiple states in the United States, in Canada and Brazil.

Since our inception, we have built a commissioning firm based on trust, one relationship at a time. We hire the best people who can handle critical systems, love challenges, and thrive in a dynamic environment. We focus on understanding each client's needs and are relentless in meeting them.

Location

Multiple U.S. and International Locations – Atlanta, GA; Ashburn, VA; Chicago, IL; Phoenix, AZ; Columbus, OH; Portland, OR; Jackson, MS

Job Description

The Contracts Administrator is responsible for the end-to-end management, tracking, and administration of global contracts across the organization, including client agreements, subcontractor agreements, and vendor arrangements (e.g., hotels, car rental agencies, and other service providers). This role ensures contract accuracy, compliance, and accessibility of key data while building scalable processes to support organizational growth.

This position requires exceptional attention to detail, strong organizational skills, and the ability to translate complex contractual language into clear, actionable insights for business stakeholders. As the organization grows, this role will play a key part in establishing a centralized contracts function and may evolve to lead a team.

This is a remote position but may require approximately 90% or more travel to various client locations.

Education

• Bachelor’s degree in Business Administration, Finance, Legal Studies, or related field or 3 -6 years of experience in contract administration, procurement, legal support, or a related role
  
  

Key Responsibilities

Contract Management & Administration

• Maintain and manage the full lifecycle of contracts, from intake through execution, renewal, and expiration
• Develop and maintain a centralized contract repository with consistent naming conventions and version control
• Track critical contract milestones, including renewals, expirations, and notice periods
• Ensure all contracts are properly executed, stored, and easily retrievable
• Serve as the main POC for all contracts
  
  

Data Extraction & Reporting

• Extract and maintain key contract data, including:
• Contract value and financial terms
• Term periods and renewal conditions
• Insurance requirements and certificates
• Intellectual property and confidentiality clauses
• Compliance and regulatory requirements
• Key stakeholder and point-of-contact information
• Analyze data for missing, incomplete, inconsistent information
• Review contract renewals for changes in scope, terms and conditions
• Create dashboards, summaries, and reports to provide leadership with visibility into contractual obligations and risks
  

Compliance & Risk Management

• Ensure contracts meet internal policies and external regulatory requirements
• Flag potential risks, inconsistencies, or missing provisions for review
• Partner with legal partners, finance and operations teams to ensure alignment and compliance
  
  

Process Improvement & Scalability

• Design and implement standardized processes, templates, and workflows for contract management
• Identify opportunities to improve efficiency through tools, automation, or system enhancements
• Support the evaluation and implementation of contract lifecycle management (CLM) systems
• Build documentation, processes and playbooks to support scaling the function
  
  

Stakeholder Support

• Serve as a key point of contact for contract-related inquiries across the organization
• Provide guidance to internal teams on contract requirements and processes
• Coordinate with external partners to obtain necessary documentation (e.g., insurance certificates)
  
  

Team Development (Future Growth)

• Assist in defining roles, responsibilities, and structure for a growing contracts function
• Support onboarding and training of future team members
• Contribute to building a high-performing, service-oriented shared services capability
  
  

Qualifications

• Strong attention to detail with the ability to manage high volumes of information accurately
• Excellent organizational and time management skills
• Proficiency in Microsoft Office (especially Excel) and document management systems
• Precision and accuracy
• Analytical thinking and data interpretation
• Process orientation and continuous improvement mindset
• Strong communication and stakeholder management
• Ability to handle sensitive and confidential information
• Adaptability in a fast-paced, evolving environment
  
  

Preferred

• Experience in a growing or mid-sized organization scaling operations
• Familiarity with contract lifecycle management (CLM) tools
• Understanding of legal terminology and contract structures
• Experience working with cross-functional teams (legal, finance, operations)
  
  

Prerequisites for Employment

• Successful background check, including pre-employment drug screening
• US citizens, permanent residents or any candidate with eligibility to work in the US
  
  

What We Offer

Apollo Offers Its Employees a Full Benefits Package, Including

• Health and wellness plans (medical, dental, vision, life, disability)
• Flexible spending accounts
• Paid time off, holidays, and more
• Paid parental leave
• 401K plan with immediate match benefits
• Employee assistance programs
• Tuition reimbursement programs
• Employee discount programs
  
  

Apollo challenges the brightest, most talented, and driven individuals in the industry by providing an environment that embraces initiative, diversity, and achievement. We are an Equal Employment Opportunity, Affirmative Action employer supporting women, minorities, veterans and people with disabilities. We participate in the Department of Homeland Security E-Verify program.