Contract Administrator

Description

We are Pavement Preservation Group (PPG) , a dynamic and growing pavement preservation company. Pavement Preservation Group is a national platform of leading asphalt and pavement preservation companies, united by a commitment to quality, safety, and innovation. With more than 100 years of combined experience, our portfolio of best-in-class operators delivers superior results through advanced techniques and trusted local execution.

Role Overview

We are seeking a highly organized and detail-oriented Contract Administrator to manage contract lifecycle, ensuring compliance with corporate policies and legal requirements. The ideal candidate will be adept at developing proposals, reviewing terms, mitigating contract risk, and maintaining precise documentation.

Requirements

Core Function & Scope

• Manage the practical, day-to-day administration of the full construction contracting lifecycle, supporting pre-construction and contracting leadership to ensure successful, seamless project execution.

Essential Job Functions & Main Tasks

1. Contract Lifecycle & Administrative Support

• Coordinate the day-to-day administration of the full construction contracting lifecycle from inception to completion.
• Support pre-construction and contracting leadership to ensure successful, seamless project execution across all departments.
• Provide system administration support by managing data entry, tracking, and workflows within B2W and Vista software platforms.
• Maintain an organized record-keeping system for all physical and digital records pertaining to the construction contract process in compliance with company practices.

2. Pre-Construction & Contract Execution

• Prepare and issue various construction contract documents, including subcontracts, purchase orders, and change orders.
• Support bid submittals , execute final contracts, and review estimate structures and coding for seamless upload into the accounting software system.
• Request and secure bid bonds, performance bonds, and payment bonds from insurance companies as required.
• Order and obtain specific insurance policies and permits required by the contract, including all documents necessary to work within the railway right-of-way

3. Project & Financial Administration

• Manage contract billings and project invoicing , including reviewing field quantities, verifying subcontractor quantities, and authorizing payments.
• Monitor project financial health by reviewing profit and loss (P&L) statements and assisting leadership with weekly and monthly financial reporting.
• Manage final change orders and ensure all budget adjustments are accurately documented and processed.

4. Documentation, Compliance & Reporting

• Ensure strict compliance with all contractual terms, corporate policies, and legal requirements.
• Manage risk documentation by requesting, receiving, and maintaining up-to-date insurance certificates from insurance companies and subcontractors.
• Facilitate subcontractor approvals with final contract amounts.
• Prepare, request, and maintain mandatory documentation required for state EEO/EBO (Equal Employment Opportunity/Equal Business Opportunity) systems.
• Regularly update external partners (such as Lockton) regarding current contract, bond, and insurance statuses.

5. Project Closeout & Maintenance

• Oversee the project closeout process to ensure all final contractual obligations are fully met, verified, and legally documented.
• Assist with other project-related document processing and administration as needed.

DISCLAIMER: THIS JOB DESCRIPTION DOES NOT CONTAIN A COMPREHENSIVE LIST OF DUTIES, RESPONSIBILITIES OR ACTIVITIES THAT ARE REQUIRED OF THE POSITION. ADDITIONAL DUTIES AND RESPONSIBILITIES MAY BE ASSIGNED AS NEEDED AT ANY TIME WITH OR WITHOUT NOTICE.

Required Qualifications:

• Proficiency in Microsoft Office Suite (Word, Excel, and Teams).
• Attention to detail and strong organizational skills.
• Excellent negotiation and communication skills (written and verbal).
• High attention to details and able to be multi-functional and tasks related to
• Basic accounting and financial knowledge
• Display a professional and courteous attitude to co-workers, supervisors, and public always.
• Good working knowledge of Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Developed analytical and problem-solving abilities.

Preferred Skills and Experience:

• Proven experience as a Contract Administrator, Contract Manager, or in a similar relevant role.
• Strong understanding of legal terms and contract language.
• Demonstrated ability to manage multiple contracts simultaneously and meet deadlines.
• Working knowledge of B2W and Viewpoint software suites.
• High proficiency in record-keeping, database management, and contract management software.
• Bachelor's degree in Business Administration, Construction Management, Civil Engineering, or a related field (or equivalent professional experience).

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.