Contracts Coordinator

Contracts Coordinator
Company: Hays Electrical Services
Location: Houston
Employment Type: Full-Time

About the Role
The Contracts Coordinator supports the Hays Electrical Services contracts function by managing the day-to-day prequalification of lower-tier subcontractors and suppliers in TradeTapp and by coordinating defined portions of the company's contract workflow. The role keeps requests moving, gathers and validates required information, coordinates corrections under approved procedures, and escalates exceptions to the Contracts Manager


Key Responsibilities
Subcontractor & Supplier Prequalification
• Administer prequalification requests for lower-tier subcontractors and suppliers in TradeTapp from intake through completion, maintaining clear ownership and current status for each request.
• Review submissions for completeness and required supporting documentation against company-approved checklists and criteria.
• Follow up with subcontractors, suppliers, project teams, and internal stakeholders to obtain missing or updated information.
• Track renewal dates, expirations, and response deadlines; issue reminders in advance and escalate aging or time-sensitive items.
• Document exceptions, risk indicators, and unresolved issues, and escalate them to the Contracts Manager for disposition.
• Maintain audit-ready records, including questionnaires, certificates, supporting documents, correspondence, decisions, and renewal history.

Contract Administration & Coordination
• Receive, log, categorize, and route subcontracts, purchase agreements, vendor agreements, and other documents that may bind the company.
• Track agreements awaiting business input, review, approval, signature, counter-signature, or filing, and follow up with responsible parties.
• Prepare and route signature workflows in DocuSign once required approvals are documented, confirming the correct final version is sent to authorized signers.
• File fully executed agreements and related approval records in the designated repository using established naming, indexing, version-control, and retention standards.
• Provide day-to-day support to the Contracts Manager, including intake triage, tracker maintenance, and status reporting.

Authority & Scope
• Prequalification under this role covers lower-tier subcontractors and suppliers engaged by Hays Electrical Services; prequalification of Hays Electrical Services with general contractors is handled by Finance and is outside the scope of this role.
• Does not interpret contract terms, negotiate with counterparties, approve exceptions, or provide legal opinions - substantive questions are escalated to the Contracts Manager.
• Does not own the insurance tender or claims process.
• All contract, pricing, insurance, and vendor information handled in this role is confidential and is not shared outside the approved workflow.


Qualifications
• 1-3 years of experience in contract administration, vendor prequalification, procurement or purchasing support, supplier management, project administration, or a comparable administrative role; equivalent relevant experience will be considered.
• Associate or bachelor's degree in business, construction management, risk management, legal studies, supply chain, or a related field preferred.
• Working proficiency in Microsoft Excel, Outlook, and SharePoint; experience with TradeTapp, BuildingConnected, ProjectSight, Vista, DocuSign, or comparable platforms preferred (training provided).
• Ability to read structured business documents, follow review checklists, recognize missing information, and escalate issues rather than resolve them outside assigned authority.
• Clear written communication and consistent, professional follow-up.
• Strong attention to detail and comfort managing many open items at once against deadlines.
• Construction industry experience is helpful but not required


Success Measures
• Prequalification requests are complete and advanced within established service-level targets, with renewals and expirations identified before they lapse.
• Exceptions and missing information are documented clearly and escalated promptly to the correct decision-maker.
• No agreement is routed for signature without documented approvals, and every executed agreement is filed with its final version and approval record.


What We Offer
• Comprehensive health, dental, and vision benefits.
• 401(k) with company match.
• Generous PTO policy.
• Ongoing technical and sales training.
• Clear growth path to Regional Manager as territories expand.