Manager of Contract Administration and Compliance

Manager of Contract Administration and Compliance

The Manager of Contract Administration and Compliance serves as an independent control point for contract compliance, document discipline, and construction administration across all RCCS projects. This role reports directly to the President and Senior Vice President, functioning as an extension of executive leadership for contract integrity, process accountability, and risk visibility.

This role does not report through Operations, Preconstruction, Procurement, or Accounting — it works across all of them. The primary operating mode is direct collaboration with Project Managers and project teams to identify deficiencies, direct corrective action, and resolve issues at the project level. Escalation to executive leadership occurs only when resolution cannot be achieved through direct engagement. This structure protects margin, limits legal exposure, and ensures that documentation discipline is enforced consistently across the portfolio.

Essential Duties, Roles and Responsibilities

This position owns contract administration compliance, documentation discipline, process enforcement, vendor and insurance controls, and weekly executive reporting across the full RCCS project portfolio.

Contract Review and Startup

• Review all owner contracts, subcontracts, and purchase orders prior to execution; prepare redline revisions and identify non-conforming terms, missing exhibits, scope gaps, and insurance deficiencies before signature.

• Abstract each prime contract at startup; document notice requirements, payment terms, schedule milestones, liquidated damages, change order procedures, insurance limits, closeout obligations, and dispute provisions for PM use throughout the project.

• File and track all statutory compliance requirements at project initiation, including Notice of Contract, Notice of Subcontract, Lien Agent designation, and other county or state-mandated filings for NC and SC projects.

Compliance Monitoring and Process Enforcement

• Monitor compliance with RCCS Standard Operating Procedures across all active projects; identify deficiencies and direct PMs and project teams to corrective action with clear deadlines and documented follow-through.

• Hold or reject incomplete submittals, payment applications, change orders, and closeout packages; issue written deficiency notices to the responsible PM and track resolution to closure before processing proceeds.

• Escalate unresolved compliance failures, repeated process violations, or items posing material legal or financial risk to the President and SVP only after direct resolution efforts with the PM and Director of Construction have been exhausted.

Payment Application Compliance

• Review all RCCS owner pay applications and supporting subcontractor and vendor billings for required backup, lien waivers, conditional and unconditional releases, stored material documentation, insurance compliance, and approval readiness before submission or processing.

• Maintain a billing calendar for each project; coordinate internal cutoff dates with PMs and Project Accounting to ensure on-time, compliant submissions with no missing documentation at time of billing.

Change Order and Notice Management

• Review change order tracking on all active projects; confirm that each PCO and CO carries required notices, pricing backup, schedule impact analysis, approval routing, and executed documentation before work proceeds or payment is released.

• Ensure all required contract notices — including owner-directed change notices, delay notices, and claim reservation letters — are issued within contractually mandated timeframes; track all notice obligations by project in a centralized log.

• Direct PMs to resolve aging or unsupported change items before the next billing cycle; any item unresolved after two consecutive cycles is flagged for executive review with a recommended resolution strategy.

Submittals, RFIs, and Document Control

• Monitor submittal and RFI logs across all projects for compliance, routing status, response timeliness, aging items, and documentation completeness; direct PMs to resolve overdue or non-compliant items before they affect procurement or field release.

• Confirm that all project records — contracts, correspondence, meeting minutes, RFIs, submittals, change orders, and daily reports — are organized, current, and maintained exclusively within approved RCCS systems (Procore, Sage, SharePoint) with no shadow filing.

Insurance, Vendor Compliance, and Onboarding

• Track and maintain current certificates of insurance, required endorsements, contractor licenses, vendor onboarding documents, and compliance records for all active subcontractors and vendors across the portfolio.

• Block vendor onboarding approval, subcontract release, payment processing, and project participation for any party with incomplete, expired, or non-conforming compliance documentation; notify the PM and Procurement of the deficiency and required cure before the block is lifted.

Weekly Executive Reporting

• Produce and deliver a weekly compliance report to the President and SVP covering: open compliance issues by project, aging items exceeding resolution deadlines, repeated process failures, insurance or vendor blocks in effect, and any items posing unresolved legal or financial risk.

• Reports must distinguish between items in active resolution with the PM and items requiring executive intervention; each escalated item must include a recommended action and ownership assignment.

Closeout and Warranty Administration

• Track closeout compliance from project midpoint forward; confirm that warranties, O&M manuals, as-built records, final lien releases, testing records, training documentation, and turnover packages are complete before final payment, owner turnover, or archive.

• Coordinate with the PM and Warranty Manager on post-turnover warranty follow-up; confirm that subcontractor warranty obligations are documented, executable, and enforceable.

Other duties as assigned.

Required Skills & Qualifications

• Bachelor's degree in Construction Management, Business, Legal Studies, or a related field preferred. Equivalent construction industry experience with demonstrated contract administration expertise may be considered in lieu of a degree.

• Minimum 5 years of experience in construction contract administration, project compliance, construction finance support, or closely related construction operations roles.

• Strong working knowledge of AIA contract structures, GMP and CM at Risk delivery methods, subcontract administration, lien law, and statutory notice requirements in North Carolina and South Carolina.

• Demonstrated proficiency in Procore, Sage 300 CRE, and Microsoft Office (Excel, Word, Outlook); working knowledge of SharePoint for document control. Experience with DocuSign or equivalent contract routing platforms preferred.

• Ability to read, interpret, and apply contract terms, notice provisions, insurance requirements, scope obligations, and payment conditions across multiple simultaneous projects.

• Experience in multifamily, townhome, or built-to-rent commercial construction strongly preferred; familiarity with RCCS project types and delivery methods is a significant advantage.

Leadership and Behavioral Profile

• Independent Judgment: Holds the line on compliance standards without yielding to production pressure; makes and defends difficult calls with facts and documentation.

• Collaborative Enforcer: Works alongside PMs and project teams to resolve issues at the source; escalates only what cannot be resolved through direct engagement.

• Documentation Precision: Produces and maintains records with accuracy and consistency; treats incomplete documentation as an unacceptable operating condition, not an administrative inconvenience.

• Risk Awareness: Reads contract language for exposure, not just compliance; surfaces legal and financial risk before it becomes a claim or a loss.

• Clear Communicator: Writes and speaks with precision across all levels of the organization; issue notices, deficiency letters, and executive reports are factual, direct, and actionable.

What Success Looks Like

• Every active project carries a current, fully executed contract package with no missing exhibits, expired insurance, or undocumented scope changes.

• Change orders are identified, priced, noticed, and executed before work proceeds — verbal scope changes do not advance without written authorization.

• Pay applications are submitted on time, complete, and clean — no missing lien waivers, no unsigned releases, no billing disputes carried forward without a documented resolution path.

• Compliance deficiencies are resolved at the project level through direct engagement with the PM; executive escalation is the exception, not the routine.

• The weekly compliance report gives leadership an accurate, current view of open issues, aging items, and risk exposure across the full portfolio — with no surprises.

• Subcontractor and vendor compliance records are current across all active projects; no party is onboarded, paid, or mobilized with incomplete or expired documentation.

• Closeout packages are complete and delivered on schedule; warranties are documented, transferable, and enforceable before final payment is released.

• PMs and project teams treat the Contract Administration function as a resource that makes their projects stronger — not a bureaucratic checkpoint.

Compensation

$80,000-$90,000

Competitive salary based on experience.

Medical, dental, and vision coverage.

401(k) retirement plan.

Paid time off (PTO).

Performance and incentive based bonus opportunities.

Growth potential within a rapidly expanding real estate investment and construction platform.