Reports To: Project Controller
The Contract Administrator is responsible for managing and coordinating contracts, subcontracts, purchase orders, and project documentation throughout the project lifecycle. This role supports project teams by ensuring compliance with contractual obligations, company policies, and legal requirements while maintaining accurate records and facilitating communication between internal departments, clients, vendors, and subcontractors.
The ideal candidate is highly organized, detail-oriented, and experienced in construction contract administration, document control, and project coordination. This position plays a key role in minimizing contractual risk, supporting project execution, and ensuring successful project closeout.
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Review owner contracts, subcontracts, purchase orders, and change orders.
- Track contract terms, deadlines, insurance requirements, and project deliverables.
- Maintain organized contract files and project documentation.
- Monitor compliance with labor laws, licensing, bonding, safety, and insurance requirements.
- Utilize contract review checklists and coordinate approvals with Risk Management and Legal teams.
- Ensure company terms and conditions are incorporated into agreements.
- Coordinate job setup procedures, including job number assignment and project folder creation.
- Secure bonds, certificates of insurance (COIs), and required compliance documentation.
- Collaborate with Finance regarding payment terms and ACH setup requirements.
- Communicate contractual and reporting requirements to project teams, including certified payroll, billing cycles, retainage, liquidated damages, and change order procedures.
- Track pending and executed change orders and assist in converting PCOs into formal change orders.
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Prepare, issue, and manage subcontracts and purchase orders.
- Verify subcontractor insurance certificates, W-9s, licenses, and compliance documentation.
- Assist Project Managers with subcontract preparation and execution.
- Coordinate bonding and insurance requirements for subcontractors and vendors.
- Ensure all executed agreements and supporting documentation are properly maintained in project and vendor files.
- Support vendor onboarding and compliance tracking.
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Verify company terms and conditions are included in all purchase orders.
- Review purchase orders for accuracy and completeness.
- Conduct periodic audits of purchasing and contract documentation to ensure compliance and consistency.
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Coordinate project closeout documentation, including warranties, as-built drawings, O&M manuals, and final inspections.
- Ensure all contractual obligations and project deliverables are completed prior to project closeout.
- Maintain accurate records for future reference and audits.
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Maintain and organize corporate records and agreements, including:
- Union agreements and letters of assent
- Lease agreements
- Property records
- Vehicle and equipment documentation
- Banking agreements and accounts
- Corporate credit card records
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Associate’s or Bachelor’s degree in Business Administration, Construction Management, Accounting, or related field preferred.
- Minimum 3–5 years of experience in contract administration, construction administration, project coordination, or related role.
- Experience within the construction, electrical, or industrial contracting industry preferred.
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Strong knowledge of construction contracts, subcontract agreements, and change management processes.
- Excellent organizational skills and document control experience.
- Proficiency in Microsoft Office Suite, especially Excel.
- Familiarity with accounting systems, project management software, and ERP platforms preferred.
- Strong communication, negotiation, and interpersonal skills.
- Exceptional attention to detail and problem-solving abilities.
- Understanding of project schedules, compliance requirements, and change order management.
- Ability to manage multiple priorities in a fast-paced environment.
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Knowledge of construction compliance requirements including certified payroll, prevailing wage, DBE/MBE/SWAM reporting, and bonding requirements.
- Ability to read and interpret construction drawings, specifications, and contract documents.
- Experience working with project management platforms such as Procore, Viewpoint, Sage, or similar systems.
- Strong analytical and risk management mindset.
- Ability to maintain confidentiality and professionalism in handling sensitive information.
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Office-based position with regular interaction with project teams, subcontractors, vendors, and clients.
- May require occasional visits to project sites or client locations.
- Standard business hours with flexibility to meet project deadlines.
Why should you join our team?
Our team is growing! We collaborate and use innovation to build meaningful relationships, both internally with colleagues and externally with customers. Our business casual dress code allows your personality to shine through.
We are committed to providing our employees with a comprehensive package that stands as one of the most competitive within the industry. You won’t find benefits like what Carr & Duff offer!
- Medical, Dental, Vision, & Prescription plans
- Flexible Spending Accounts (FSA)
- 401K Program with Employer Match
- Group Life Insurance
Equal Employment Opportunity Statement
Carr & Duff is an Equal Opportunity Employer committed to fostering an inclusive, diverse, and respectful workplace. We provide equal employment opportunities to all employees and applicants and prohibit discrimination and harassment of any kind based on race, color, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity or expression, national origin, ancestry, citizenship status, age, disability, genetic information, marital status, veteran status, military status, or any other characteristic protected by applicable federal, state, or local law.
We are committed to providing reasonable accommodations for qualified individuals with disabilities and for sincerely held religious beliefs, practices, or observances throughout the application and employment process.
Carr & Duff complies with all applicable equal employment opportunity laws and regulations.
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