What are the responsibilities and job description for the Contract Administrator position at Swoon?
Duration: 2-year contract
Location: Hybrid (Oakland, CA 94612)
Swoon is actively seeking a Contract Administrator to join the team of our client - a fortune 1000 company!
Key Responsibilities:
Permit Coordination (70%)
Manage a portfolio of 1,500 permits across state and local environmental agencies.
Review and process permit fees for CUPA, Construction General Permits, Water Discharges, Dredge and Fill activities, Spill Response, Fire Department permits, and Water System permits.
Track permit statuses, fees, and discrepancies using Salesforce and other compliance systems.
Resolve permit and invoice discrepancies through direct communication with internal teams and regulatory agency staff.
Maintain and update project, facility, and permit records in Salesforce; archive electronic and physical documents as needed.
Conduct ACH payments upon request and support accurate permit fee processing.
Mail Management (10%)
Travel to the office twice weekly to retrieve, scan, and distribute incoming mail.
Prepare and send outgoing mail (USPS, UPS, or internal delivery services).
Compliance & Special Projects (10%)
Coordinate annual payments for key environmental tax fees (CDTFA Hazardous Waste Generator and Hazardous Substance Fees).
Provide backup support for air quality permit tracking, invoice processing, and emissions reporting as needed.
Assist with special projects and training initiatives as assigned.
Qualifications:
2 years of administrative, compliance, permitting, or environmental support experience preferred.
Proficiency in Salesforce, SAP, and Microsoft Office (Word, Excel, Outlook) strongly preferred.
Strong verbal and written communication skills for interacting with internal stakeholders and external regulatory agencies.
Excellent organizational skills with attention to detail and the ability to manage multiple priorities.
Experience handling payments, document tracking, and maintaining accurate records.
Flexible and adaptable mindset to handle changing priorities and special project needs.
