The Contract Administrator is responsible for providing vital administrative and organizational support to project managers and leadership by managing all contract documentation, subcontracts, change orders, and project records. This position plays a key role in maintaining compliance, accuracy, and consistency across all project files while ensuring timely communication and documentation flow between field operations, vendors, and clients.

Essential Duties and Responsibilities

Contract and Subcontract Management

• Prepare, review, and issue contracts and subcontracts in compliance with company policies and legal requirements.

• Verify scope, pricing, insurance, and licensing requirements before execution.

• Maintain subcontractor files with executed agreements, W-9s, certificates of insurance, and change orders.

• Track subcontractor and vendor compliance, renewals, and expirations.

Change Orders and Documentation

• Draft, track, and process owner and subcontractor change orders; ensure approvals and signatures are complete before implementation.

• Coordinate with project managers to ensure change order costs and schedule impacts are documented and submitted promptly.

• Maintain a current and accurate change order log for each project.

Project File Organization and Checklists

• Create, maintain, and audit organized project files (both digital and hard copy) throughout each project phase — bid, active, and close-out.

• Utilize standardized project checklists to ensure all required documents are accounted for at each milestone.

• Track submittals, RFIs, purchase orders, and close-out items to ensure full compliance with contract requirements.

• Ensure proper version control and document retention procedures are followed.

Project Manager Assistance

• Provide administrative support to project managers by coordinating correspondence, scheduling meetings, and preparing project reports.

• Assist with bid invitations, subcontractor communication, and proposal packages.

• Monitor project progress documentation to help identify missing items or pending approvals.

• Support project billing processes by providing contract and change order documentation as required for invoicing.

Skills and Qualifications

• Associate or Bachelor’s Degree in Business, Construction Management, or related field preferred.

• Minimum of 3 years of experience in contract administration, preferably in construction or civil site work.

• Strong understanding of contract language, subcontracts, and change order management.

• Exceptional organizational skills and attention to detail with the ability to manage multiple priorities.

• Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with Viewpoint Spectrum, Procure, or other project management systems preferred.

• Strong written and verbal communication skills.

• Ability to maintain confidentiality and exercise sound judgment.

Physical and Working Conditions

• Primarily office-based with occasional field or site visits as required.

• Regular interaction with project managers, estimators, subcontractors, subcontractors, and vendors.

• Must maintain confidentiality and exercise sound judgment.

Benefits

• Competitive salary based on experience

• Health, dental, vision, life insurance and other supplementals

• Paid holidays and PTO

NOTE: This is a daily in-person, in office position.

There is no relocation package budgeted for this position.

If you are detail oriented and passionate about organization with a contracts background and are looking for an opportunity to contribute to exciting projects, we encourage you to apply for this position!

C.G. Reed Land Clearing

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