Construction Contract Administrator

Job Description

Job Description

Description:

Fluid designs and creates workspaces and is focused on memorable experiences. At Fluid, we’ve created a place where our employees would prefer to work, and we strive to help our customers do the same. Qualified candidates must be a continuous learner, agile, and adaptable to prove commitment not only to ourselves but also to our customers. We focus on excellent customer, guest, employee, and brand experiences by providing Fluid Level hospitality.

We believe genuine people make positive, authentic connections with their peers and customers. We applaud candor, work ethic and integrity, and we value a positive, fun atmosphere. To achieve Fluid Level hospitality, Fluid values hiring people based on our 5 core values.   Our core values as are: Genuine - Curious - Creative - Committed - Impactful

The Construction Contract Administrator is responsible for supporting the successful execution of projects through scheduling, coordination, contract and documentation management, and general project administration duties. In coordination with, and at the direction of, the Project Manager, this role serves as a key liaison between internal teams, general contractors, and field crews to ensure projects remain on schedule, within budget, and compliant with all project requirements. This role focuses on the front-end administrative and compliance requirements of construction-related projects and requires strong organizational, recordkeeping, and basic math skills. An important aspect of this position is ensuring contractual, and compliance requirements are completed accurately and on time. 

Duties and Responsibilities  

Project Administration & Documentation  

• Manage, coordinate, and maintain all documentation related to contractual, compliance, and financial requirements, including Certificates of Insurance (COIs) and specific insurance endorsements or riders, lien waivers, payment applications, subcontractor and vendor onboarding documentation, certified payroll records, contracts, and change orders. Ensures all documentation is accurate, complete, and submitted within required deadlines.  
• Manage and maintain information related to contractor portals (such as Textura, Ariba, Coupa, Amcom, etc.), ensuring all required documentation and project-related materials are accurately submitted, updated, and maintained.  
• Prepare and maintain Hold-To Documents and Change Order Budget Management documentation. 
• Ensure project records, schedules, and documentation are accurate and up to date. 
• Manage administrative processes related to ongoing construction projects and project execution. 
• Participates in site visits and construction meetings as needed. 
• Schedule and coordinate all construction site meetings. 
• Arrange and manage all site measures, including travel logistics and associated costs. 
• Coordinate with subcontractors to ensure site measures are completed successfully and at the appropriate project milestones. 
• Maintain a comprehensive calendar of active projects and proactively obtain construction schedules from General Contractors. 
• Coordinate with internal project leaders and operations teams to ensure qualified crews are assigned and project timelines are met. 

Budget & Financial Coordination  

• Monitor project budgets and labor hours across active projects. 
• Coordinate subcontractor paperwork and documentation requirements. 
• Partner with Accounting and internal teams to ensure timely project billing and invoicing, including meeting monthly billing deadlines. 
• Support budget tracking and change order management activities. 

Subcontractor & Compliance Management  

• Manage subcontractor onboarding, documentation, and compliance requirements. 
• Coordinate project-related logistics, including but not limited to parking reservations, building access and reservations, elevator scheduling, required training, safety plans and site-specific requirements 
• Ensure all required paperwork and compliance documentation are completed and maintained. 

Cross-Functional Support  

• Serve as a communication link between project management, field operations, accounting, design, subcontractors, and general contractors to facilitate successful project delivery. 

Qualifications & Skills  

• Experience in construction contract administration, project administration, construction operations, or a related field preferred. 
• Strong organizational and time management skills with the ability to manage multiple projects simultaneously. 
• Experience working with project scheduling and tracking software (Airtable experience preferred). 
• Excellent communication and interpersonal skills. 
• Strong attention to detail and problem-solving abilities. 
• Ability to work effectively with internal teams, subcontractors, vendors, and customers. 
• Proficiency in Microsoft Office Suite and construction-related software platforms. 

Other Job Requirements:   

• Must be able to pass a criminal background check 
• Must be able to lift 10 lbs.