Contract Administrator

Description

The Contract Administrator supports the disciplined execution of Blue Heron’s integrated design-build process by ensuring contracts, client options, compliance documentation, and related purchasing records are complete, accurate, timely, and aligned across the organization.

Working within Purchasing, this role serves as an important administrative and coordination point between Sales, Architecture, Interior Design, Estimating, Purchasing, Accounting, Construction, trade partners, consultants, and vendors. The Contract Administrator helps translate approved scope, pricing, and client decisions into reliable contractual documentation and downstream information so teams can execute with clarity.

• Prepare, issue, track, and maintain subcontract agreements, professional service agreements, amendments, exhibits, and other assigned contractual documents to support timely project execution.
• Review contract packages for completeness and accuracy, confirming that approved scope, pricing, schedule of values, exhibits, and applicable terms and conditions are properly reflected before execution.
• Coordinate contract execution across Purchasing, trade partners, consultants, vendors, Accounting, and company leadership to maintain visibility, accountability, and timely completion.
• Identify contractual inconsistencies, missing information, or potential risks and elevate them promptly to the appropriate Purchasing leader or legal resource for resolution.
• Support Purchasing in clarifying subcontractor and vendor scopes and resolving contractual or administrative discrepancies before they create downstream cost, schedule, or execution issues.

• Coordinate assigned client options and selections from initial request through pricing, approval, documentation, and release, ensuring decisions are incorporated before required project milestone dates.
• Maintain a reliable source for options information, ensuring descriptions, specifications, pricing, approvals, plan applicability, and supporting documentation are complete and consistent.
• Verify approved options are accurately reflected across applicable contracts, change orders, budgets, purchase orders, and construction documents.
• Collaborate across Sales, Design, Estimating, Purchasing, Accounting, and Construction to communicate option status, resolve discrepancies, and prevent downstream scope, cost, or schedule impacts.

• Verify subcontractors and vendors provide required onboarding and compliance documentation, including insurance certificates, licenses, tax documents, bonds, and other required records before work begins.
• Track outstanding and expiring compliance requirements and drive timely resolution with trade partners, vendors, and internal stakeholders.
• Escalate compliance gaps that could expose Blue Heron to contractual, financial, or operational risk.

• Maintain complete, accurate, and organized electronic contract files, including executed agreements, correspondence, approvals, exhibits, compliance records, and supporting documentation.
• Protect confidential company, client, financial, contractual, and project information through disciplined document handling and appropriate access.
• Assist in maintaining and improving contract templates, standard exhibits, scopes of work, trackers, and contract-administration procedures to increase consistency, accuracy, and efficiency.
• Support additional Purchasing priorities that contribute to the successful execution of Blue Heron projects and the effectiveness of the integrated design-build process.

Success means Purchasing and downstream teams can rely on contract and options information as accurate, complete, current, and actionable. Agreements move through execution without preventable administrative delays, required compliance documentation is in place before work begins, and approved client decisions are communicated and incorporated before they affect procurement or construction milestones.

The Contract…