Project, Contracts & Operations Administrator

Department:
Real Estate & Construction Department

Reports To:

Director of Real Estate & Construction

Employment Status:
Exempt, Full-Time

Location:

Diocese of Orange / Pastoral Center

Salary Range: $95,000 - $120,000 annually, depending on qualifications and experience

The Project, Contracts & Operations Administrator is a key administrative and operational position within the Real Estate & Construction (REC) Department. This position provides comprehensive contract administration, project administration, departmental systems management, office coordination, and executive-level administrative support to the Director of Real Estate & Construction and the department's Project Managers.

The position serves as a central point of coordination for REC contracts, project records, internal approval processes, project databases, and administrative workflows. The successful candidate will be highly organized, detail-oriented, proactive, and comfortable managing multiple projects and priorities in a fast-paced architecture, engineering, real estate, and construction environment.

Because all Roman Catholic Bishop of Orange employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

• Prepare, generate, route, track, and maintain consultant agreements, construction contracts, amendments, change orders, related contract documentation, and other project agreements using approved Diocese templates and processes.
• Coordinate contract execution from initial request through review, approval, signature, distribution, insurance/compliance verification, and final closeout.
• Maintain accurate contract logs and monitor pending agreements, expiration dates, insurance certificates, required supporting documentation, and outstanding action items.
• Serve as the REC Department's primary administrative coordinator for the internal project tracking systems, including project intake, routing, status tracking, documentation, approvals, reporting, and ongoing data integrity.
• Monitor project tracking system activity and proactively follow up with parishes, schools, cemeteries, Project Managers, and other stakeholders regarding incomplete submissions, required documentation, approvals, and next steps.
• Administer and maintain the REC project database and related project-tracking systems, ensuring that project information, budgets, schedules, status, contacts, approvals, and key documents remain current and accurate.
• Develop and maintain department-wide tracking tools, dashboards, logs, and reports to provide visibility into active projects, contracts, approvals, deadlines, and department workload.
• Provide administrative project support to Director of Department, multiple Project Managers, including project setup, document control, meeting coordination, meeting minutes, correspondence, bid documentation, proposals, change documentation, invoices, schedules, and project closeout records.
• Assist Project Managers with tracking project budgets, commitments, consultant and contractor invoices, change orders, allowances, and other financial or administrative information associated with projects.
• Coordinate project start-up and closeout documentation, including executed agreements, insurance documents, permits and approvals, warranties, as-built documents, operation and maintenance manuals, and other required records.
• Support procurement and bidding activities by organizing bid documents, maintaining bidder information, coordinating proposal receipt, preparing bid comparison materials, and maintaining procurement records as directed.
• Provide direct…