Construction Contract Administrator

Albany, OR | Medford, OR

Schedule:

Full-Time, Monday–Friday

Industry: Heavy Civil Construction / Public Works

Northcore USA is an Oregon-based heavy civil construction company with operations throughout the Pacific Northwest. We work on public and private projects including roadway, utility, and infrastructure work for clients such as ODOT and local municipalities. Our team is tight-knit, fast-moving, and built around people who take ownership of their work.

We’re looking for a Contract Administrator to own the full lifecycle of our contract, compliance, and bonding functions. This is a critical position that sits at the intersection of project operations, accounting, and regulatory compliance, and it’s highly visible across our leadership team.

You’ll work directly with Project Managers, our Controller, and company leadership to make sure every project starts clean, stays compliant, and closes out right. If you’re the kind of person who spots a renewal deadline three weeks early, knows the difference between a bid bond and a performance bond, and doesn’t need to be chased to follow through, this role was built for you.

• Prepare, review, and administer prime contracts, subcontracts, and proposals for public and private construction projects
• Assemble and complete bid document packages, including company history, project experience, and required forms, for upload or delivery to clients (PMs and Estimators provide the dollar amounts; you put the package together)
• Manage client Master Agreements, track renewal dates, and monitor contract compliance obligations
• Handle project closeout documentation including lien releases, warranty bonds, and final submittals to clients and municipalities
• Respond to document requests from CPAs, insurance carriers, and bonding companies
• Keep contract files organized and audit-ready

• Place Northcore on plan holders lists and monitor bids for addenda through closing
• Submit pre-construction documentation packages: insurance certs, bonds, W9, CCB license, and personnel info
• Order Right to Lien Notices for non-public projects per Oregon lien law
• Look up Oregon BOLI and federal prevailing wage rates and communicate them to the Controller and PMs
• Apply for ODOT ROW permits and coordinate related bonding
• Coordinate employee security clearances when required by project specs

• Manage CCB licenses for Northcore USA and affiliated entities, renewals, endorsement tracking, bond and insurance compliance
• Manage SAM.gov federal registrations and annual renewals
• Order and manage bid bonds, payment bonds, performance bonds, and warranty bonds on a per-project basis
• Create and update prequalification applications with state agencies, municipalities, and GCs
• Track and apply for municipal business licenses on a per-project basis
• Coordinate surety information requests with the Controller

• Proofread certified payroll reports for accuracy, classifications, wage rates, hours, fringe benefits, before submission
• Submit certified payroll weekly to clients and agencies per Davis-Bacon Act and Oregon ORS Chapter 279C requirements
• Maintain certified payroll records for required retention periods

• Collect and maintain current W9s and COIs from all subcontractors before mobilization
• Track COI expirations and follow up on renewals proactively
• Verify subcontractor CCB license status and project-specific compliance requirements

• 3+ years of experience in contract administration, project administration, or a similar role in the construction industry
• Working knowledge of Oregon construction law: CCB licensing, Oregon lien law (ORS Chapter 87), and public contract requirements (ORS Chapter 279C)
• Experience with prevailing wage and certified payroll reporting under Davis-Bacon and Oregon BOLI standards
• Familiarity with public agency contracting — ODOT, federal highway, and/or municipal public works
• Strong organizational skills; able to manage multiple projects and compliance deadlines without dropping anything
• Proficiency in…