Contracts Administrator

Job Title: Contracts Administrator

Job Description

The Contracts Administrator oversees contract and project financials within a construction-focused environment, ensuring accurate setup, compliance, and reporting across multiple jobs. This role reviews contracts, maintains cost and billing data in the accounting system, manages lien and bonding requirements, and supports project teams with timely financial information. The position plays a key part in risk management by handling insurance documentation, certified payroll, and client credit reviews while contributing to a supportive, family-oriented workplace.

Responsibilities

• Review contracts to ensure compliance with terms and conditions, verify that projects are established correctly within company systems, and provide all required documentation.

• Update contract values and maintain current information in the accounting and project management systems.

• Perform new job and AAW setup by accurately entering project information, contract values, and billing requirements.

• Record contract cost estimates and update revisions to cost code estimates within the accounting system to reflect current project status.

• Issue required insurance certificates to clients and maintain accurate records of all insurance documentation.

• Gather data and prepare Owner Controlled Insurance Program (OCIP) enrollments and monthly reporting to support project and risk management needs.

• Provide financial and administrative support to Project Managers and Field personnel, responding to inquiries and assisting with project-related accounting tasks.

• Ensure compliance with federal, state, and local lien laws by monitoring regulatory changes, enforcing adherence to requirements, and advising management on applicable obligations.

• File all lien-related documentation, including Notices to Owner, Notices of Commencement, Notices of Non-Payment, and related forms, within required deadlines.

• Review and verify all lien releases for accuracy and completeness prior to submission for officer execution.

• Review bonding requirements for projects and coordinate the issuance of payment and performance bonds.

• Review and approve certified payroll reports for accuracy and completeness and provide backup support for certified payroll processing and submittals.

• Review and establish profiles for new clients, including performing credit reviews and obtaining supporting documentation necessary for account approval.

• Prepare and complete contractor prequalification packages and supporting documentation for submission to clients and partners.

• Collaborate with internal teams to maintain accurate job costing, general ledger entries, and accounts payable information related to projects.

• Deliver professional customer service to internal and external stakeholders by responding promptly and accurately to accounting and contract-related questions.

Essential Skills

• Proven experience in accounting with a focus on project or construction accounting.

• Hands-on experience with general ledger functions and job costing processes.

• Working knowledge of construction accounting practices and terminology.

• Proficiency in data entry with strong attention to accuracy and detail.

• Experience with accounts payable processes in a project-based environment.

• Ability to review and interpret contracts, lien documents, bonding requirements, and related legal or financial documentation.

• Capability to manage certified payroll review and support related reporting requirements.

• Strong organizational skills to manage multiple projects, deadlines, and documentation requirements simultaneously.

• Effective communication skills to collaborate with Project Managers, Field personnel, clients, and other stakeholders.

• Ability to provide responsive and professional customer service in a fast-paced environment.

Additional Skills & Qualifications

• Experience working in the construction industry or with construction-related financial processes.

• Familiarity with Sage 300 or similar construction accounting software.

• Experience in performing credit reviews and basic financial analysis for new client accounts.

• Experience preparing OCIP enrollments and related insurance reporting.

• Prior involvement in preparing contractor prequalification packages and supporting documentation.

• Ability to stay informed about changes in lien laws and apply regulatory requirements to day-to-day work.

• Comfort working both independently and collaboratively within a project team structure.

Work Environment

This position is based at the corporate headquarters on the north side, within a stable, family-owned and employee-owned organization where employees are treated with respect and valued for their contributions. The work environment centers on a construction-focused accounting office that uses tools such as Sage 300 and other standard business software to manage contracts, job costing, and financial reporting. Team members collaborate closely with Project Managers, Field personnel, and administrative staff in a professional, office-based setting with standard business hours. The culture emphasizes long-term relationships, accountability, and supportive teamwork in a structured yet friendly atmosphere.

Job Type & Location

This is a Permanent position based out of Jacksonville, FL.

Pay and Benefits

The pay range for this position is $62400.00 - $68640.00/yr.

Employee Owned, Medical 60% premium paid, Flex work schedule, Company outings, 2 week PTO, 401K

Workplace Type

This is a fully onsite position in Jacksonville,FL.

Application Deadline

This position is anticipated to close on Jul 27, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.