Contract Specialist - Development Operations

Our Company:

Quarterra is a real estate investment firm focused on creating long-term value through the development of high-quality multifamily communities nationwide. With 11 regional offices across 20 states, Quarterra combines institutional scale with local market expertise to deliver purposefully designed rental communities in high-growth markets. Quarterra's core strategy includes the expansion of its Emblem portfolio - a growing collection of attainably priced communities that deliver efficient design, modern amenities, and strong investment fundamentals. Emblem Communities are thoughtfully positioned to meet the needs of today's renters while supporting Quarterra's broader vision of sustainable, resilient, and diversified housing solutions.

Summary of Position:

Reporting to the Regional Development Controller, the Contract Specialist plays a critical role in supporting Quarterra's development operations through contract administration, vendor and insurance compliance, and accounts payable oversight across multiple projects. This role is responsible for ensuring contracts are negotiated, executed, and administered in accordance with company policies and risk standards while exercising sound independent judgment.

The Contract Specialist partners cross-functionally with Development, Accounting, Legal, and Risk/Insurance stakeholders to drive projects forward, mitigate contractual and compliance risk, and ensure accurate execution and documentation throughout the project lifecycle.

Principal Duties and Responsibilities:

• Contract Administration & Negotiation
  • Review, draft, negotiate, and execute contracts with vendors, consultants, and contractors in compliance with corporate policies and business objectives.
  • Independently evaluate contract terms and conditions, identify risk considerations, and recommend modifications in collaboration with Legal and internal project stakeholders.
  • Balance commercial, operational, and risk considerations to support efficient project execution.
  • Consult with the Senior Contract Specialist or Manager, Contract Administration, as needed for subject matter expertise or escalated issues.
• Vendor, Insurance & Compliance Management
  • Establish and maintain vendors in accounts payable and insurance compliance systems.
  • Manage and track vendor Certificates of Insurance, bonds, and related documentation, ensuring adherence to Quarterra's insurance requirements.
  • Proactively monitor, identify, and resolve insurance and contractual compliance gaps that could expose the company to risk.
  • Maintain accurate contract, insurance, bond, and commitment records within accounting and compliance systems.
• Accounts Payable & Financial Controls
  • Review and validate invoices against executed contract terms and approved commitments.
  • Code invoices accurately within the accounts payable system and ensure timely processing.
  • Escalate discrepancies or issues requiring resolution to safeguard fiscal accountability and compliance.
• Project Tracking & Documentation
  • Develop and maintain project-related schedules and logs, including contract status trackers, consultant rosters, and bond tracking schedules.
  • Ensure documentation accuracy, completeness, and audit readiness across multiple active development projects.
• Operational Effectiveness & Continuous Improvement
  • Exercise independent judgment in prioritizing workload across multiple communities and deadlines.
  • Recommend and implement improvements to workflows, documentation practices, and systems to enhance efficiency, consistency, and organizational effectiveness.
• Administrative & Office Support
  • Facilitate notarization of documents, as required.
  • Provide limited oversight or support for routine office management activities (e.g., maintaining project files, mail coordination, supply ordering) as needed.

Education and Experience Requirements:

• Bachelor's degree in Business Administration or a related field preferred.
• Minimum of three (3) years of related experience in contract administration, development support, accounting, or a similar role.
• Experience with contract negotiation and insurance compliance is strongly preferred.
• Notary Public designation preferred, or the ability to obtain one.
• Proficiency in Microsoft Word and Excel; experience with Adobe and/or Docusign is a plus.
• Sage experience preferred.
• Strong written and verbal communication skills.
• Highly organized with exceptional attention to detail.
• Demonstrated professionalism and ability to represent the company positively in all interactions.

Physical Requirements and Disclaimer:

This position is primarily a sedentary office role and requires the ability to routinely operate a computer and other standard office equipment. The role also requires effective verbal and written communication, including the ability to speak and hear. Occasional standing, walking, stooping, reaching, and lifting or carrying items up to 25 pounds may be required. Fine motor skills and finger dexterity are necessary for keyboarding and detailed tasks.

This job description is intended to describe the general nature and level of work performed by associates in this role. It is not intended to be an exhaustive list of all duties, responsibilities, or activities. Responsibilities, duties, and assignments may change at any time, with or without notice, based on business needs.