Contracts and Conditions Found Admin

Job Description

Job Description

Position Summary

The Contracts & Conditions Found Administrator is responsible for identifying, documenting, and tracking Conditions Found (growth work) discovered during ship repair operations that fall outside the original contract scope.

This role works closely with Operations teams and customers to ensure all newly identified work, delays, and discrepancies are clearly documented, communicated, and submitted for customer review and contract modification. This position is critical in ensuring the company captures all entitled work and avoids lost revenue due to undocumented scope changes.

Key Responsibilities

Conditions Found / Growth Work Management

• Receive and document Conditions Found from Operations teams in the field
• Review reported issues for clarity, completeness, and contractual relevance
• Prepare and submit Conditions Found packages to customers for review and approval
• Track all submitted Conditions Found through resolution (approved, denied, pending)
• Maintain logs of all growth work, delays, and out-of-scope findings

Contract & Documentation Support

• Ensure all Conditions Found align with contract requirements and are properly supported
• Assist with documentation needed for contract modifications and change orders
• Maintain organized records for audits, customer review, and internal tracking
• Support tracking of impacts to cost, schedule, and production

Operations & Customer Coordination

• Work directly with Superintendents, Project Managers, and Production teams to gather accurate field information
• Communicate with customers regarding submitted Conditions Found and status updates
• Follow up on pending items to ensure timely responses and decisions
• Help bridge communication between field execution and contractual requirements

Reporting & Process Improvement

• Track trends in Conditions Found to identify recurring issues or gaps in initial scope
• Provide reporting to leadership on volume, status, and impact of growth work
• Assist in improving internal processes for capturing and submitting Conditions Found efficiently

Qualifications

Required:

• Strong organizational and documentation skills
• Ability to work in a fast-paced environment with multiple priorities
• Strong communication skills with both field personnel and customers
• Proficient in Microsoft Office (Excel, Word, Outlook)
• U.S. Citizenship (required for shipyard access and government work)

Preferred:

• 2+ years experience in ship repair, construction, contracts, or project coordination

• Experience with NAVSEA or government ship repair contracts
• Familiarity with growth work, change orders, or out-of-scope documentation
• Shipyard or marine industry experience
• Understanding of how field conditions impact schedule and cost