Contract Administrator

Position Summary

The Construction Contracts Administrator is responsible for the preparation, administration, tracking, and closeout of construction contracts and project-related documentation. This position supports all phases of construction projects by coordinating contracts, purchase orders, payment and performance bonds, lender draw packages, change orders, compliance documentation, financial tracking, business licensing requirements, and project closeout activities.

The Construction Contracts Administrator serves as a key liaison between project management, construction management, accounting, contractors, vendors, lenders, insurers, and regulatory agencies to ensure accurate documentation, contract compliance, and timely processing of project-related transactions.

• Prepare and administer prime contracts, subcontract agreements, purchase orders, and related exhibits.
• Assemble and maintain contract packages, including budgets, scopes of work, project schedules, insurance requirements, and supporting documentation.
• Review contract documentation for completeness and compliance with company policies and project requirements.
• Maintain contract logs and tracking systems throughout the life of each project.
• Coordinate execution and distribution of fully executed contracts and amendments to appropriate stakeholders.
• Verify contractor licensing, insurance coverage, and required compliance documentation prior to contract execution.

• Prepare and issue purchase orders for contractors and vendors.
• Maintain purchase order records and tracking logs.
• Coordinate collection of W-9 forms, certificates of insurance, and other required vendor documentation.
• Ensure all vendor documentation remains current and compliant with contractual requirements.

• Coordinate payment and performance bond applications with insurance brokers and surety providers.
• Assemble required lender and underwriting documentation.
• Maintain records of bonding requirements and bond issuance status.
• Assist with annual insurance renewals and related documentation requests.
• Prepare and maintain quarterly work-on-hand and other bonding reports as required.

• Process owner and subcontractor change orders.
• Track change order requests, approvals, execution status, and distribution.
• Maintain owner and subcontractor change order logs.
• Coordinate change order documentation with construction management, accounting, and project teams.
• Ensure approved changes are reflected in financial tracking reports and project documentation.

• Assemble monthly lender draw packages and supporting documentation.
• Review and organize contractor payment applications, invoices, schedules of values, and waiver documentation.
• Prepare conditional and unconditional lien waivers as required.
• Coordinate signatures and submission of draw packages.
• Maintain historical draw records and supporting documentation.
• Ensure draw packages comply with lender and investor requirements.

• Maintain project cash flow tracking worksheets.
• Update financial reporting tools and cost tracking spreadsheets.
• Track contract values, approved change orders, committed costs, and expenditures.
• Assist with project financial reporting and documentation requests.
• Provide updated financial reports to construction leadership as needed.

• Track and maintain preliminary notices and lien-related documentation.
• Monitor notice deadlines and filing requirements.
• Coordinate collection and distribution of waiver and release documentation.
• Assist in resolving documentation issues related to liens…