Job Description
Job Description
The Contract Administrator supports the billing department by managing the full lifecycle of project contracts, with a strong emphasis on change order administration, billing accuracy, and compliance. This role ensures all contractual and financial documentation aligns with customer requirements and company policies while supporting timely and accurate project billing. The Contract Administrator works closely with project managers, field teams, accounting, clients, and general contractors to maintain contract integrity throughout the life of each project.
Key Responsibilities
Contract Administration
• Document Management: Prepare, review, and maintain all project-related contracts, subcontracts, change orders, and field directives. Ensure documents are properly executed, stored, and accessible for audit and reference.
• Change Order Administration: Manage the full lifecycle of change orders, including initiation, pricing review, submission, approval, and execution. Coordinate with project managers and field teams to validate scope changes, labor, material, and schedule impacts. Ensure all change orders are authorized and compliant with contract terms before work proceeds.
• Change Order Tracking & Billing Integration: Maintain detailed logs of pending, approved, and rejected change orders. Ensure approved change orders are accurately incorporated into project budgets, schedules of values, and billing applications in accordance with customer and contract requirements.
• Compliance & Preconstruction Documentation: Verify all required documentation—including insurance certificates, bonds, preliminary notices, lien waivers, and other compliance documents—is current, complete, and compliant prior to and throughout project execution.
• Communication & Coordination: Serve as a liaison between project managers, field teams, accounting, clients, and general contractors regarding contract terms, revisions, change order status, and documentation requirements.
• Monitoring & Audit Support: Track contract milestones, retention terms, deliverables, and project expenditures. Maintain a complete and auditable document trail to support internal controls, external audits, and claims avoidance.
• Risk Awareness & Contractual Support: Identify potential contractual risks related to scope changes, notice requirements, pricing limitations, and schedule impacts. Assist project teams in meeting contractual deadlines and documentation standards.
Billing & Financial Management
• Invoice Preparation: Lead daily billing activities, ensuring all invoices—including change order billings—are accurate, timely, and aligned with contract requirements, schedules of values, and company policies.
• Discrepancy Resolution: Collaborate with project managers and clients to resolve billing discrepancies, clarify payment terms, and address invoice or change order billing disputes.
• Accounts Receivable Support: Monitor outstanding receivables, follow up with customers, and assist in resolving payment delays related to contract or change order issues.
• Financial Reporting: Assist with month-end close activities, generate billing and aging reports, and maintain accurate financial, billing, and contract records.
Essential Skills & Qualifications
• Strong attention to detail and exceptional organizational skills for managing high volumes of contracts and change order documentation.
• Working knowledge of construction contracting principles, preferably within electrical or specialty subcontracting.
• Experience administering and tracking change orders in a construction environment.
• Familiarity with construction financial and project management software (such as Procore, Vista, or similar systems) is helpful but not required; willingness to learn new systems is essential.
• Excellent written and verbal communication skills for effective coordination with internal teams, clients, and vendors.
• Ability to prioritize multiple projects, meet deadlines, and adapt to changing project requirements.