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Contract Administrator

Contract Administrator

General CoatingsCarlsbad, CA, US
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Job Description

Job Description

Salary : $70,000 to $90,000 yearly

Company Overview :

We are a leading commercial coatings subcontractor with a strong reputation for delivering high-quality finishes across a diverse portfolio of projects. With a growing customer base, we are seeking a detail-oriented and proactive Contract Administrator to support our project and accounting teams in managing contracts, T&M documentation, and change orders.

Position Summary :

The Contract Administrator plays a critical role in ensuring the accurate and timely documentation, tracking, and closure of all contract-related activities. This includes managing Time & Material (T&M) tickets, processing change orders, and maintaining clear communication with Project Managers (PMs), accounting, and customers to ensure contractual compliance and financial accuracy.

Key Responsibilities :

  • T&M Ticket Management :
  • Collect, review, and organize daily T&M tickets from field teams.
  • Ensure proper documentation, coding, and customer sign-offs.
  • Track and reconcile T&M work against project budgets and scopes.
  • Change Order Administration :
  • Draft, submit, and track change order requests.
  • Coordinate with PMs and customers for approvals and documentation.
  • Maintain a change order log and ensure timely billing.
  • Contract Documentation :
  • Maintain organized records of contracts, subcontracts, amendments, and correspondence.
  • Ensure compliance with contract terms and conditions.
  • Track contract expiration and renewal dates and proactively notify relevant stakeholders of upcoming deadlines.
  • Coordinate with legal and compliance teams to review contract language and ensure alignment with company policies and risk management practices.
  • Cross-Functional Communication :
  • Liaise with PMs to ensure alignment on scope changes and contract deliverables.
  • Work closely with accounting to support billing, cost tracking, and revenue recognition.
  • Serve as a point of contact for customers regarding contract-related inquiries.
  • Reporting & Compliance :

Generate regular reports on contract status, outstanding change orders, and T&M summaries.

  • Support internal audits and ensure adherence to company policies and procedures.

    • Proposal Issuance :

  • Serve as the gatekeeper for the contract review process to prevent execution prior to stakeholder sign-off.
  • Coordinate internal stakeholder reviews prior to contract execution to ensure all contracts are reviewed and approved before signing.
  • Ensure compliance with contract terms and conditions.
  • Maintain organized records of contracts, subcontracts, amendments, and correspondence.

    • Signing Authority :

  • In situations where no formal contract document is issued by the customer, prepare and issue proposals for customer approval in coordination with the PM team.

    • Qualifications :

  • 3+ years of experience in contract administration, preferably in construction or subcontracting.
  • Familiarity with commercial coatings or specialty trades is a plus.
  • Familiarity with Procore is a plus
  • Strong organizational and documentation skills.
  • Proficient in Microsoft Office Suite and project management software
  • Excellent communication and interpersonal skills.
  • Ability to manage multiple priorities in a fast-paced environment.

    • Preferred Traits :

  • Detail-oriented with a proactive mindset.
  • Strong problem-solving and follow-up skills.
  • Comfortable working independently and collaboratively.
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    Contract Administrator • Carlsbad, CA, US