Job Description
Job Description
Position Summary
The Contract Administrator supports the full contract lifecycle, including bid sourcing, document preparation, contract review, negotiation, compliance tracking, and subcontract administration. This role works closely with executive leadership and estimating teams to help reduce risk, maintain compliance, and support successful project execution.
Key Responsibilities
- Search for new bid opportunities through government and public procurement websites.
- Prepare and assemble bid documents for submission.
- Collect subcontractor quotes as needed for bid preparation.
- Draft and prepare bid advertisements when required.
- Review incoming subcontracts and identify any issues requiring revisions.
- Return subcontract documents for correction or negotiation when terms are unacceptable.
- Prepare prime contracts for awarded projects.
- Coordinate with executive leadership on contract revisions and negotiated changes.
- Create subcontracts for newly awarded jobs.
- Gather required subcontractor documentation and project submittals.
- Maintain and renew Secretary of State registrations in applicable states.
- Track and maintain active business licenses and registrations.
- Manage corporate records and documentation.
- Prepare and maintain corporate minutes.
- Coordinate and schedule corporate meetings.
- Arrange travel for executive leadership.
- File preliminary lien notices for new projects in accordance with state-specific requirements.
- Support audits and renewals related to industry certifications and licensing.
- Maintain certification renewals, state licenses, and related qualifications.
- Provide executed contracts and change orders to accounting for contract value tracking and year-end audit reconciliation.
- Manage all prequalification applications, including tracking deadlines and ensuring timely renewals to prevent lapses.
- Submit required job notifications for industry compliance reporting.
- Maintain accurate and current submittal logs.
- Learn onboarding and overlapping administrative processes to assist during seasonal workload increases.
- Maintain an accurate, organized, and up-to-date bid list.
Qualifications
- Experience in contract administration, subcontract administration, or construction/project-related contract support.
- Knowledge of contract review, negotiation, and compliance processes.
- Familiarity with public bid processes and government procurement sites.
- Understanding of subcontract documentation, lien notice requirements, and licensing renewals.
- Strong organizational skills with the ability to manage multiple deadlines and priorities.
- High attention to detail and accuracy in documentation.
- Ability to communicate effectively with leadership, estimators, subcontractors, and external partners.
- Proficiency in maintaining records, tracking renewals, and managing administrative processes.
Preferred Skills
- Experience supporting construction, industrial, or project-based environments.
- Knowledge of state filing requirements, corporate records management, and audit support.
- Ability to work independently while collaborating across teams.
- Adaptability in supporting fluctuating workloads and cross-functional responsibilities.