Contract Administrator

Job Status:Full-Time

Reports To:Chief Legal and Compliance Office (CLCO)

Location:Phoenix, Arizona

Amount of

Travel Required:

N/A

Schedule:Monday through Friday. From 6:00am to 3:00pm, hours & days can vary based upon workload and project demands.

• 401(k) Retirement plan, 401(k) matching
• Health Insurance
• Health Savings Account (HSA)
• Vision Insurance
• Free Life Insurance/AD&D – Employer paid
• Voluntary Insurance:
  Accidental, Critical and additional Life Insurance/AD&D
• Paid Time Off (PTO)
• Paid Sick Leave (PSL)

S&S Paving & Construction, based in Phoenix, AZ is a leading self-performing civil contractor serving Arizona since 1984. S&S specializes in Asphalt, Paving, Grading, Concrete, and Earthwork for commercial, municipal, and federal projects.

The Contract Administrator serves as S&S primary point of contact for all contract management, compliance, and administrative functions from project award through closeout. This role ensures contracts, bonds, insurance, permits, and all regulatory documentation are properly reviewed, executed, and maintained. Working closely with Estimating and Operations, this position supports project startup and delivery while protecting S&S interests through risk mitigation, compliance management, and organized documentation systems.

The ideal candidate is detail-oriented and organized, proactively managing deadlines and renewal requirements to prevent lapses. They are communicative and collaborative, working effectively across Estimating, Operations, legal counsel, and external agencies. This role requires a compliance-focused, process-driven professional who is a strong problem-solver and responsive to the needs of internal teams and external stakeholders.

• Review, process, and ensure all project contracts are complete, accurate, and compliant with company standards; coordinate legal review for contracts over $2M and assess risk for additional legal involvement
• Ensure contracts are properly executed and signed by authorized parties; communicate contract terms, changes, and requirements with Estimating and Project Management teams
• Track contract amendments, change orders, and modifications throughout the project lifecycle; expedite contract processing for repeat customers with standard contract language
• Establish and maintain complete contract folders and standardized filing systems on the company drive; ensure all documentation is properly stored, indexed, version-controlled, and audit-ready; archive files upon closeout
• Request and manage performance/payment bonds; coordinate bond increases for contract changes; maintain bond and insurance logs to track status, expirations, and renewals
• Request, track, and maintain Certificates of Insurance (COIs), renewals, and compliance requirements; ensure all bond and insurance documentation meets owner and contractual obligations; submit to owners, GCs, and stakeholders as required
• Request, apply for, track, and manage tax-exempt certificates for eligible projects; monitor expiration dates and coordinate renewals in advance; update Tax Exempt Certificate log and maintain organized records by project
• Coordinate with Cost Accounting Manager on outstanding certificate requests; distribute tax-exempt certificates to vendors and suppliers to prevent unnecessary sales tax charges
• Coordinate and process all project closeout documentation including lien waivers, warranties, as-built drawings, and certifications; follow Project Lifecycle Management procedures
• Ensure all contractual closeout requirements are met prior to final payment; coordinate with Project Managers and Project Administrators and submit closeout packages to owners/GCs
• Manage permits, licenses, and registrations across jurisdictions; ensure all required permits are obtained prior to project mobilization; track expiration dates and maintain permit logs
• Support Project Managers and Superintendents with permit-related questions and coordination; coordinate business licenses and registrations in multiple jurisdictions as needed
• Provide support for outside audits, legal claims, and contract-related financial documentation; support Estimating and Operations teams with contract and compliance needs
• Support company initiatives including newsletter coordination and company apparel ordering as directed by Executive Leadership; assist with additional administrative duties as assigned

• Experience:
  
  2+ years in contract administration, construction administration, or…