Contracts Administrator

ESSENTIAL FUNCTIONS

Subcontract Administration & Onboarding:

·         Oversee subcontractor onboarding in partnership with the Procurement Manager, including documentation collection, COIs, flow-downs, and compliance requirements.

·         Draft, negotiate, and manage subcontract agreements and amendments, ensuring appropriate incorporation of prime-contract flow-downs.

·         Enforce subcontractor insurance, licensing, wage, and regulatory compliance throughout the subcontract lifecycle.

·        Monitor subcontractor performance and coordinate internal or customer approvals, escalations, or clarifications as required.

Contract Life Cycle Support:

·         Assist with the administration of small or low-risk building contracts, including tracking renewals, amendments, and key milestones.

·         Maintain accurate, complete, and organized contract files in accordance with internal document control standards.

·         Support preparation of contract documents such as redlines, correspondence, amendments, and supporting forms.

·         Ensure required documentation (COIs, certifications, wage updates, regulatory compliance documents) is collected and retained.

Contract Document Management:

• Maintain complete, accurate, and audit-ready contract files and metadata in SharePoint and ERP/CRM systems.
• Ensure proper version control for contracts, amendments, pricing exhibits, and compliance documents.
• Maintain documentation for COIs, licenses, certifications, bonding, QCPs/QASPs, and other required deliverables.

• Contribute to contract templates, standard checklists, and process documentation.
• Support enhancements to contract management systems and document control practices.

Compliance, Records, & Communication:

·         Support ongoing compliance with quality, program, and customer requirements by maintaining required certifications, updates, and contract documentation.

·         Assist with internal and external audits by preparing contract files, supporting evidence, and corrective-action follow-ups.

·         Collaborate with Operations, Procurement, Finance, and leadership to ensure alignment on contract terms, subcontractor performance, and documentation standards.

·         Maintain SharePoint or other document repositories to ensure files are organized, findable, and compliant with record-retention policies.

Internal:

• Partner with Operations, Finance, Accounting, Compliance, HR/Payroll, and Legal to ensure contract, wage, and regulatory alignment.
• Facilitate decision-making by translating contractual requirements into clear operational and financial expectations.

Compliance, Audit & Regulatory Support:

• Coordinate with Compliance on audit schedules, field inspections, and corrective and preventive action (CAPA) closure.
• Respond to cure notices with accurate documentation and supporting data.
• Implement mandated wage updates and support union agreement reviews in collaboration with HR/Payroll/Legal.

MINIMUM QUALIFICATIONS

·         Bachelor’s degree preferred (business, legal studies, supply chain, or related field).

·         2–4 years of experience in contract administration, subcontract coordination, procurement support, or related work.

·         Familiarity with contract terms, flow-downs, insurance requirements, licensing, and compliance documentation.

·         Strong organizational skills with the ability to manage multiple contracts, deadlines, and documentation requirements.

·         Strong written and verbal communication skills, with the ability to draft clear correspondence and contract modifications.

·         Proficiency with SharePoint, ERP/CRM systems, and document-management platforms.

·         Ability to work collaboratively across departments and with subcontractors.

·         High attention to detail and commitment to maintaining accurate, audit-ready records.

SCOPE & ACCOUNTABILITY

Perform duties independently.

SUPERVISORY RESPONSIBILITY

·         Ability to work collaboratively within the organization and provide independent decision making, with minimal supervision required

WORK ENVIRONMENT & PHYSICAL DEMANDS

·         Remote work environment, with occasional in-office open work environment

·         Flexibility in work schedule in consultation with manager

·         Sitting for long periods of time

·         Occasional use of personal transportation in meeting work requirements at customer sites

·         Minimal travel required