Job Summary
The Contract Administrator is a cross-functional role that bridges project operations and accounting at HMA Contracting Corp. This position supports Project Managers and Estimators with the full lifecycle of project administration — from bid coordination and subcontractor compliance through job setup, invoicing, and client closeout — while also providing critical accounting support including accounts payable processing, subcontractor payment workflows, and systems maintenance in Viewpoint/Vista.
This is a role for someone who is equally comfortable reading a subcontract as they are posting an invoice — organized, detail-oriented, and proactive about keeping information flowing between the field, project management, and accounting.
Duties
Contract & Subcontractor Administration
- Prepare, distribute, track, and file subcontractor contracts, purchase orders, and related job-specific agreements
- Collect, verify, and maintain subcontractor insurance certificates (CGL, Auto, Umbrella, Workers' Comp) and confirm compliance before work begins
- Coordinate execution of Blanket Agreements, Job-Specific Agreements, and Hold Harmless agreements
- Collect and verify lien releases; confirm accuracy before releasing payment
- Maintain organized subcontractor compliance files by project
- Track subcontractor certified payroll submittals and compliance documentation on prevailing wage projects
Project Administration
- Set up new jobs in Viewpoint/Vista; ensure all job data is entered accurately and consistently
- Process and track project tax paperwork including Capital Improvement forms and Tax-Exempt Certificates
- Assist with bid proposal assembly, formatting, and documentation
- Maintain and update the bid calendar; track deadlines and submission requirements
- Order bid plans and project bonds as needed
- Compile and organize Time & Material (T&M) slips
- Prepare, distribute, and file daily job reports
- Assist Project Managers with submittals and project documentation
- Input change orders and maintain change order logs
- Coordinate project closeout documentation per project specifications
- Send end-of-job client satisfaction surveys and prepare closeout communications
Accounts Payable & Vendor Management
- Receive, match, and code invoices for approval by Project Managers, Superintendents, and management
- Post approved invoices in Viewpoint/Vista and file for payment processing
- Match invoices with checks for payment; coordinate signature and release workflow
- Process and reconcile vendor credit card receipts monthly
- Ensure proper and appropriate tax-exempt forms are distributed to necessary vendors
- Issue purchase orders per HMA policy; collect and organize backup documentation
- Verify certified payroll accuracy with Payroll prior to releasing subcontractor payments
Accounts Receivable Support
- Assist with AIA and manual invoicing as directed
- Process check deposits and distribute payment notifications per established workflow
- Assist with lien waiver tracking on the AR side of projects
- Support follow-up on overdue invoices as directed by Accounting
Estimating & Business Development Support
- Maintain the bid calendar and track upcoming submission deadlines
- Assist with sales follow-up and lead tracking in the CRM (HubSpot)
- Track subcontractor and vendor pricing responses during the bid process
- Assist with formatting and assembling proposal packages
- Support sales and client follow-up as directed
Marketing Support
- Manage and schedule social media postings (minimum three posts per week) aligned with HMA brand standards
- Collect project photos, videos, and progress updates from field staff and Project Managers
- Support proposal branding, formatting, and presentation consistency
- Organize and maintain marketing assets; assist with website updates as directed
Other Duties
- Support special accounting, operations, or project coordination projects as assigned
- Perform other office duties that streamline operations and improve efficiency
Qualifications
Required
- Strong computer skills in Microsoft Office Suite (Outlook, Word, Excel)
- Experience with Viewpoint/Vista or comparable construction accounting software
- Familiarity with subcontractor compliance requirements: insurance certificates, lien releases, certified payroll
- Excellent written and verbal communication skills
- High attention to detail and strong organizational skills
- Ability to manage multiple priorities and deadlines in a fast-paced, seasonal construction environment
- Proactive, dependable, and solution-oriented — someone who flags problems early rather than letting them pile up
Preferred
- Prior experience in commercial construction, site development, or heavy/highway contracting
- Experience with AIA billing, prevailing wage compliance, or certified payroll processes
- Familiarity with CRM platforms
- NYS Notary Public preferred
- Basic working knowledge of social media platforms (LinkedIn, Facebook, Instagram)
Education & Experience
- Associate's Degree with 3+ years of relevant experience, OR
- Bachelor's Degree with 1–2 years of relevant experience, OR
- High School Diploma / GED with 5+ years of directly relevant construction office and accounting experience
HMA Contracting Corp is a seasonal commercial contracting company with active spring, summer, and fall project schedules. This role is expected to flex with the demands of the season — peak periods may require additional availability, while winter months allow for more flexibility. The Contract Administrator works across Operations, Accounting, and Project Management and is expected to maintain consistent communication with all three.
HMA Contracting Corp provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
