Contracts Administrator

Contracts Administrator

The Contracts Administrator plays a vital role in supporting project delivery, compliance, and operational excellence. This role ensures that contract documentation, qualification requirements, insurance compliance, and system data are accurately managed and consistently maintained. The ideal candidate is detail-oriented, proactive, and experienced in supporting a high-volume project environment.

Key Responsibilities

• Prepare, coordinate, and submit pre-qualification responses for clients, vendors, and industry platforms.
• Maintain up-to-date company information, financials, and safety records required for qualification packages.
• Track renewal cycles and proactively update materials to ensure uninterrupted eligibility.
• Monitor COI submissions, renewals, and expiration dates for subcontractors and vendors.
• Communicate directly with insurance providers and subcontractors to obtain compliant and timely documentation.
• Escalate non-compliance risks and maintain accurate insurance records in accordance with company and client requirements.
• Create and configure new projects and sales orders (SOs) in NetSuite based on executed contracts and scope documentation.
• Support project teams by maintaining accurate and current contract and project data in the system.
• Prepare and distribute routine reports related to contract status, COI compliance, pre-qualification activity, and project setup metrics.
• Provide analysis and data insights to project managers, operations leadership, and finance as needed.
• Maintain organized, accessible, and current digital contract records within SharePoint.
• Ensure all contract versions, amendments, and supporting documents are stored consistently and according to internal protocols.
• Monitor folder structure, permissions, and file integrity to support audit readiness and compliance.

Qualifications

• 2-5 years of experience in contract administration, project administration, or similar roles within construction, mechanical/electrical contracting, or related industries.
• Working knowledge of contract terminology, compliance requirements, and project documentation standards.
• Experience with ERP systems; NetSuite preferred.
• Strong organizational and documentation skills with a high level of accuracy.
• Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
• Strong communication skills and ability to collaborate across operations, finance, and project teams.
• Proficiency with Microsoft Office and SharePoint.
• Ability to interpret contract terms and identify potential risks or inconsistencies.
• Comfort working with nationwide project teams and varied client requirements.
• Service-oriented approach with a focus on efficiency and continuous improvement.

Physical Work Environment

• Office environment requiring extended periods of computer use, sitting, and in-person and virtual communication.
• Frequent use of computers, keyboards, and other office equipment.
• Ability to remain seated for extended periods of time.
• Occasional standing, walking, or moving throughout the office.
• May require occasional lifting of office materials up to approximately 10-20 pounds.
• Noise level is generally quiet to moderate.

Equal Employment Opportunity

RPG is an equal opportunity employer. We do not discriminate in employment on account of race, color, religion, national origin, citizenship status, criminal history, ancestry, age, sex, gender, sexual orientation, marital status, physical or mental disability, military status, or discharge from military service. RPG provides its services to many clients in their various business sectors who may have physical, mental, pre-employment screening and/or citizenship requirements. These requirements are driven by contracts and/ or security requirements that RPG is required to adhere to, and which may vary between clients and their respective high-security industries. Misrepresentation or falsification of qualifications or background information is grounds for termination, denial of employment and/ or disqualification from future employment consideration.