Contracts Administrator

American Engineering Testing Inc, St Paul, Minnesota, United States

At American Engineering Testing (AET), we believe that people are the heart of innovation. We create an environment that values teamwork, curiosity, and continuous improvement while delivering innovative engineering and consulting solutions. As a 100% employee-owned firm, we deliver comprehensive testing, analysis, and design to reduce uncertainty in construction projects and offer rewarding work, exceptional training, and career development opportunities.

The Contracts Administrator manages the full lifecycle of AET's customer, vendor, and subcontractor agreements, from drafting and review through execution, compliance monitoring, renewal, and closeout. The position ensures that contracts protect the Company's interests, conform to approved terms and policies, and are accurately recorded and tracked.

The Contracts Administrator works closely with Finance, Operations, Sales, Procurement, and outside legal counsel, and serves as the Company's central point of contact for contract status, obligations, and documentation.

Reasonable accommodations or workable solutions may be made to enable individuals with disabilities to perform essential functions.

• Draft, review, and negotiate customer agreements, vendor and subcontractor agreements, NDAs, master service agreements, statements of work, amendments, and related documents using Company-approved templates.
• Identify non-standard or higher-risk terms, including indemnification, limitation of liability, insurance, payment, and termination provisions, and elevate as appropriate to management or legal counsel.
• Coordinate internal review, revisions, and approvals in accordance with Company policies and signature authority requirements.

• Manage the contract execution process, including routing for electronic signature and distribution of fully executed agreements.
• Maintain the central contract repository and related records, ensuring agreements, amendments, supporting documentation, and key dates are complete and current.
• Support contract closeout activities and ensure completed agreements and related documentation are retained in accordance with Company requirements.
• Track renewals, expirations, notice requirements, and other contractual deadlines, and communicate in advance of required actions to appropriate business owners.
• Serve as a primary internal point of contact for contract status, documentation, and process questions.

• Monitor performance against contractual obligations, including deliverables, service levels, and reporting requirements.
• Verify and maintain required vendor and subcontractor documentation, including certificates of insurance, W-9s, and other compliance records.
• Partner with Accounting to ensure billing, pricing, and payment terms in the ERP match executed contracts, and support revenue recognition and audit requests.
• Review change orders, amendments, and pricing adjustments for consistency with contract terms and required approvals.

• Maintain contract templates, clause libraries, standard operating procedures, and related contract administration resources.
• Prepare regular reports on active contracts, upcoming renewals, and open issues for leadership.
• Identify, recommend, and implement improvements to contract administration processes, workflows, controls, and systems, including contract lifecycle management (CLM) tools.

• This position has no direct supervisory responsibilities; however, it may provide guidance and coordination to internal stakeholders regarding contract processes, documentation requirements, approvals, and compliance obligations.

• Bachelor's degree in business, finance, legal studies, supply chain, or a related field, or equivalent experience.
• 3–5 years of experience in contract administration, paralegal work, procurement, or a related role.
• Working knowledge of common commercial contract terms and risk provisions.
• Strong attention to detail, organization, and ability to manage multiple deadlines.
• Strong written and verbal communication skills, with the ability to work effectively across departments and with external parties.
• Ability to exercise sound judgment, identify potential contract risks, and elevate issues…