Contract Administrator

Job Summary

The Contract Administrator is responsible for managing the firm’s contracts, ensuring compliance with terms, and supporting project teams, leadership, and finance in contract-related activities. This role involves drafting, reviewing, and tracking agreements with clients, vendors, and subcontractors, as well as maintaining accurate records and facilitating smooth project delivery. The ideal candidate is highly organized, detail-oriented, and adept at collaborating with technical and administrative teams in a fast-paced engineering environment.

Key Responsibilities

• Contract Management:
• Draft, review, and negotiate standard contracts, including client agreements, vendor contracts, and subcontracts, in collaboration with leadership and legal advisors (if applicable).
• Ensure all contracts comply with firm policies, industry regulations, and legal requirements.
• Maintain a centralized contract database, tracking key details (e.g., start/end dates, milestones, payment terms).
• Project Support:
• Work closely with Project Managers to align contract terms with project scopes, schedules, and deliverables.
• Process and track change orders, amendments, and extensions, ensuring proper documentation and approvals.
• Assist in resolving contract disputes or issues, escalating to leadership when necessary.
• Compliance & Risk Management:
• Monitor contract performance to ensure obligations are met by all parties (e.g., deadlines, quality standards).
• Identify and flag potential risks (e.g., delays, cost overruns, legal exposures) to the Operations Manager or Managing Director.
• Coordinate with external parties (e.g., clients, insurers) to secure required documentation, such as certificates of insurance or bonds.
• Financial Coordination:
• Collaborate with the Finance team to ensure invoicing aligns with contract payment schedules and milestones.
• Track and report on contract-related revenue, expenses, and outstanding payments.
• Assist in preparing financial summaries or audits related to contracts as needed.
• Administrative Duties:
• File and organize contract documents (physical and digital) for easy access and audit readiness.
• Prepare contract summaries or status reports for leadership and project teams.
• Support the Operations Manager with ad-hoc tasks, such as vendor onboarding or policy updates.

Qualifications

• Education: Associate’s or bachelor’s degree in business administration, contract management, or a related field preferred; equivalent experience may substitute.
• Experience: 2-5 years of experience in contract administration, project coordination, or a similar role; experience in engineering, construction, or professional services is a plus.
• Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and contract management software (e.g., DocuSign, Ariba, or similar tools).
• Strong organizational skills with the ability to manage multiple contracts and deadlines.
• Excellent written and verbal communication skills for drafting agreements and coordinating with stakeholders.
• Basic understanding of financial terms (e.g., invoicing, budgets) and legal terminology.

Attributes:

• High attention to detail and accuracy in documentation.
• Problem-solving mindset with a proactive approach to risk mitigation.
• Ability to maintain confidentiality and handle sensitive information professionally.

Working Conditions

• Standard office environment with occasional pressure to meet project deadlines.
• May require coordination with remote teams or clients across time zones.