Contracts Administrator

Armonk, NY; Brooklyn, NY; Northeast Region (USA) Brightcore Energy provides end-to-end energy efficiency and clean energy measures to commercial, industrial, and institutional clients. We have the intellectual and financial capital to develop, implement, fund, operate, and maintain clean energy solutions. Our diverse solutions range from lighting, controls, geothermal heating and cooling, and other energy efficiency measures to renewable energy solutions such as solar and battery storage. We are about Building Energy Performance. Summary/Primary Role This role is responsible for administering labor compliance, certified payroll reporting, apprenticeship tracking, contractor compliance documentation, and regulatory reporting for construction projects. This role ensures compliance with federal, state, local, and contract-specific requirements, including prevailing wage laws, certified payroll reporting, apprenticeship regulations, contractor registration requirements, insurance compliance, and project documentation. The Compliance Coordinator serves as a key liaison between project teams, payroll, subcontractors, regulatory agencies, and owners to ensure timely and accurate compliance management throughout the project lifecycle. (Management may amend or assign duties and responsibilities to this job at any time) Certified Payroll Administration Prepare, review, and submit weekly Certified Payroll Reports (CPRs). Upload certified payroll documentation into platforms such as LCPtracker, eMars, B2GNow, Elation Systems, OCIP/CCIP portals, and owner-required systems. Verify employee classifications, hours worked, wage rates, fringe benefits, and overtime allocations. Ensure compliance with Davis-Bacon Act requirements and applicable state and local prevailing wage laws. Review Statements of Compliance and supporting payroll documentation for completeness and accuracy. Coordinate with payroll, HR, project teams, and subcontractors to resolve payroll discrepancies and compliance issues. Maintain organized payroll records and supporting documentation. Setup project timekeeping settings within Procore based on project requirements. Labor Compliance Management Monitor project-specific labor compliance requirements and contract obligations. Review prevailing wage determinations and ensure correct classifications and rates are applied. Verify employee classifications align with work performed in the field. Review subcontractor certified payroll submissions for compliance and accuracy. Track labor compliance documentation and follow up on deficiencies. Assist project teams with labor classifications, wage determinations, and compliance interpretation. Support labor compliance audits, investigations, and agency requests. Manage apprenticeship program requirements and documentation. Verify apprentice registrations, certifications, and training records. Track apprentice-to-journeyman ratios by trade and project. Coordinate with apprenticeship agencies, unions, and training providers. Monitor utilization goals and compliance requirements. Maintain apprenticeship records and prepare required reporting. Compliance Platform Administration Serve as primary administrator for labor compliance platforms, including LCPtracker and related systems. Maintain project setup, contractor records, user access, and compliance workflows. Monitor system notifications and resolve rejected payroll submissions. Upload employee data, payroll records, fringe documentation, and compliance records. Generate compliance reports for management and project teams. Contractor Compliance Administration Verify contractor and subcontractor registrations, licenses, and qualifications. Confirm contractors maintain required state and local licenses for their scope of work. Verify business registrations and good standing status with applicable agencies. Track compliance requirements for lower-tier subcontractors and suppliers. Maintain contractor compliance databases and documentation. Certificate of Insurance (COI) Management Review and verify subcontractor and vendor insurance certificates prior to mobilization. Ensure required coverage limits meet contractual requirements. Verify additional insured endorsements and policy compliance. Monitor expiration dates and secure updated certificates as needed. Maintain insurance compliance records for all active projects. Track and manage subcontractor and supplier lien waiver requirements. Review incoming pay applications and verify supporting lien waivers. Enforce company lien waiver procedures and compliance requirements. Collect final unconditional lien waivers prior to project closeout. Maintain waiver logs and project payment documentation. Maintain notice to owner logs for tier-vendors. Ensure all releases are received prior to payment being released. Prevailing Wage Oversight Obtain, review, and communicate applicable wage determinations. Verify required labor law postings are displayed and maintained. Conduct classification reviews and wage compliance audits. Assist project teams with interpretation of prevailing wage requirements. Monitor fringe benefit compliance and reporting requirements. Bond & Surety Compliance Verify required performance and payment bonds are in place prior to project mobilization. Maintain bond records and tracking logs. Monitor bond expiration dates and renewal requirements. Assist with documentation related to bond claims and surety requests. Audits, Reporting & Documentation Prepare documentation for owner, agency, and internal audits. Maintain organized compliance files and project records. Generate weekly, monthly, and project-specific compliance reports. Support corrective action plans when compliance deficiencies are identified. Assist with responses to labor compliance inquiries and investigations. Track key compliance metrics and reporting requirements. Training & Communication Provide guidance to project managers, superintendents, payroll personnel, and subcontractors regarding compliance requirements. Communicate prevailing wage updates, labor law changes, and compliance requirements. Assist in the development and implementation of compliance procedures, SOPs, and best practices. Conduct compliance training sessions as needed. Foster strong working relationships with project teams, owners, subcontractors, and regulatory agencies. Research and interpret project-specific labor compliance requirements during the preconstruction and bidding phase. Review bid documents, specifications, contract requirements, and owner compliance provisions for labor-related obligations. Obtain and analyze applicable prevailing wage determinations, labor classifications, fringe benefit requirements, and apprentice utilization requirements. Provide estimating teams with current wage rates, fringe calculations, labor classifications, and compliance-related cost impacts. Identify project-specific requirements including certified payroll reporting, apprenticeship utilization goals, local hiring requirements, workforce participation goals, OCIP/CCIP requirements, and contractor registration obligations. Assist estimators in developing accurate labor rates and compliance-related project budgets. Maintain a database of prevailing wage determinations, labor classifications, and compliance requirements by jurisdiction. Support bid reviews by identifying compliance risks, administrative requirements, and potential cost exposures. Coordinate with operations, estimating, payroll, and project management teams to ensure compliance requirements are incorporated into project planning and execution. Provide guidance regarding state, federal, and local labor law changes that may impact future bids and project costs. All other duties and projects as assigned. Qualifications 3+ years of experience in construction compliance, certified payroll, labor compliance, payroll administration, or related field. Strong knowledge of Davis-Bacon Act, prevailing wage requirements, certified payroll reporting, and apprenticeship regulations. Experience with LCPtracker, B2GNow, eMars, Elation Systems, or similar compliance platforms preferred. Familiarity with contractor licensing, insurance compliance, lien waivers, and construction contract requirements. Strong attention to detail and organizational skills. Proficiency with Microsoft Excel, Word, and compliance tracking systems. Excellent written and verbal communication skills. Ability to manage multiple projects and deadlines in a fast-paced environment. Experience supporting public works, infrastructure, energy, utility, or large commercial construction projects. Knowledge of OCIP/CCIP reporting requirements. Experience with compliance audits and government agency reporting. Understanding of union and apprenticeship program requirements. Supervisory Responsibility This position does not have supervisory responsibility. Expected Hours of Work & Compensation An employee is expected to work a minimum of forty (40) hours per week. Non-exempt employees are eligible for overtime pay in accordance with applicable wage and hour laws, while exempt employees may be required to work additional hours as necessary to fulfill their job responsibilities. Overtime requirements will be determined based on the operational needs of the organization. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining an employee’s base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, years of relevant experience, education, credentials, and internal equity). Brightcore also offers a comprehensive set of benefits to complement the base salary. The base annual salary range for this position is $80,000-$100,000 and is eligible for an annual performance-based bonus. Travel Requirements Office presence required at least three (3) days per week, unless otherwise agreed upon with final approval by direct supervisor. Office setting. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is not a safety sensitive position. Drug & Alcohol-Free Workplace Brightcore Energy is committed to a safe workplace free of drugs and alcohol. All Brightcore Energy positions require a pre-employment background check that includes prior employment verifications, a criminal history check, and a pre-employment drug screen. In accordance with DOT regulations (49 CFR § 40.25), Brightcore Energy is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety-sensitive duties for covered Department of Transportation positions. If an applicant or employee refuses to provide written consent for Brightcore Energy to obtain these records, the individual will not be permitted to perform safety-sensitive functions. Office/Remote/Field Work We offer a variety of structured work arrangements, including remote, hybrid, and field-based assignments, aligned with organizational needs and role-specific requirements. Work arrangements are role-dependent, with guidelines established based on position requirements and business needs. This policy is subject to change at Brightcore's discretion. Brightcore offers a full slate of medical, dental, and vision benefits including options to enroll in a Flexible Spending Account (FSA) and a Health Savings Account (HSA). 401k Plan Brightcore currently offers both traditional and Roth 401k plans with a dollar-for-dollar match of up to 3% of contributions and $0.50 on the next 2% for a total potential match of 4% annually. Other Benefits & Perks PTO Financial Wellness Benefits Benefit Concierge Program through Health Advocate EAP-Employee Assistance Program Disability, Life, & AD&DBenefits Access to Marketplace for Discounted Goods & Services Brightcore Energy is committed to bringing together individuals from different backgrounds and perspectives. Brightcore Energy is an Equal Opportunity Employer, providing equal employment and advancement opportunities to all individuals. We recruit, hire and promote into all job levels the most qualified applicants without regard to race, color, creed, national origin, religion, sex (including pregnancy), parental status, age, disability, genetic information, citizenship status, veteran status, gender identity or expression, transgender status, sexual orientation, marital, family or partnership status, political affiliation or activities, military service, domestic violence victim status, sexual or reproductive health decisions, caregiver status, traits historically associated with race, including but not limited to hair texture and protective hairstyles or any other status protected under applicable federal, state and local laws. Brightcore Energy is committed to providing equal employment opportunities to all aspects of employment, including job assignment and compensation. This job description provides a general overview of the expectations and basic duties of the job and is not a comprehensive list of all duties and responsibilities. Brightcore Energy will assign additional duties and tasks that it deems necessary to meet the requirements of the position. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. #J-18808-Ljbffr