Contracts Administrator

Columbia Fire LLC Contracts Administrator

9520 10th Ave S. Ste 150
Seattle, WA 98108

Salary: 25.00 - 40.00 USD / HOUR

Title:

Contracts Administrator

Reports To:

General Manager

Location:

Seattle;
In Office

Job Type: Hourly;
Non-Exempt

Schedule:

Full-Time (40 hrs/wk)

Job Description

The Contract Administrator supports the fire sprinkler operations team by managing contract documents, permit and submittal processes, compliance requirements, billing coordination, and project administration from Notice to Proceed through closeout. This role serves as a central administrative hub between Sales, Project Management, Design, Purchasing, Field Operations, and Accounting to ensure projects are properly documented, approved, compliant, and closed out efficiently.

Why You’ll Love Working Here

At Columbia Fire, we protect lives and property every single day. Our work literally keeps people safe—and that’s something to be proud of.

We’re a growing, down-to-earth team that values initiative, trust, and teamwork. You’ll have a voice here, your work will be noticed, and you’ll be surrounded by people who genuinely care about doing things the right way.

If you’re organized, motivated, and want to be part of a stable, essential industry that never slows down—this is your kind of place.

About the Role

The Contract Administrator plays a critical role in keeping our fire sprinkler projects running smoothly from start to finish. This position serves as the administrative backbone of our operations team, supporting projects from Notice to Proceed through closeout by ensuring contracts, permits, submittals, billing, and compliance requirements are handled accurately and on time.

This role works cross-functionally with Sales, Project Management, Design, Purchasing, Field Operations, and Accounting, acting as a central point of coordination to make sure projects are properly documented, approved, compliant, billed, and ultimately closed out efficiently.

The primary focus of this role is accounts receivable and contract administration. You’ll be responsible for managing customer billing, compliance documentation, lien waivers, retainage tracking, and collections, helping maintain strong cash flow and clean project records. While accounts payable support may be added in the future, the immediate priority is ensuring invoicing is accurate, timely, and aligned with contract terms and project milestones.

You’ll work closely with Project Managers and the Controller to support AIA billing, resolve billing questions, track payments, and ensure all financial and compliance details tie out at month-end. This is an ideal role for someone who is highly organized, detail-oriented, and enjoys bringing structure and follow-through to complex construction projects.

If you enjoy being at the center of the action, partnering across teams, and taking ownership of processes that directly impact project success and cash flow, this role offers meaningful responsibility and visibility within a growing organization.

What You’ll Do:

Contract & Project Setup

• Review and process executed contracts, subcontracts, and Notices to Proceed (NTPs).
• Set up projects in the ERP system (Acumatica) with correct contract values, billing terms, retention, and compliance requirements.
• Issue Project Award / Kickoff Emails, requesting CAD files, available water flow information, and confirming customer, GC, and project contact details.
• Maintain and update active job lists (ACC Build) to reflect current project status.
• Track permit status, monitor design email and respond to AHJ requests for additional information as directed by the PM or Designer.
• Print approved permit documents and ensure digital files are saved in the correct project folders.
• Maintain the City Information Sheet,…