Contract Admin

Job Description

Job Description

Contract Admin

We are currently seeking a motivated and detail-oriented Contract Administrator to join our team. This role provides administrative and coordination support to the Pre-Construction and Project Management functions. This position is responsible for coordinating contract administration activities, maintaining accurate documentation and tracking systems, supporting the bidding process, and assisting internal departments as needed.

The ideal candidate is highly organized, detail-oriented, deadline-driven, and able to effectively manage multiple priorities while providing excellent customer service and communication to internal teams, subcontractors, vendors, and other external partners.

Key Responsibilities

Contract Administration:

Receive, organize, and manage incoming contract review packages, preliminary notices, bonds, insurance certificates, and related documentation.

Prepare subcontract and purchase order documents using information provided by the Estimator, Project Manager, or other authorized personnel.

Route subcontracts and purchase orders through the company's established internal review and approval process.

Send approved subcontracts and purchase orders to subcontractors and vendors for execution or acknowledgment.

Obtain all necessary documentation from subcontractors and vendors for project compliance and oversight.

Create and maintain job, subcontract and purchase order files.

Monitor insurance requirements, including renewals and expirations.

Maintain and update weekly project status reports and tracking logs, as pertains to your position.

Prepare, print, and distribute weekly project meeting materials.

Schedule pre-planning meetings for new projects and coordinate meeting logistics.

Provide system training, guidance, and administrative support to staff as needed.

Serve as backup support to the Senior Bid Coordinator.

Log, track, and update Dig Alerts.

Notarize company documents as needed once commissioned as a Notary Public.

Provide general administrative support to the Estimator and Project Manager during the transition from Preconstruction to Operations.

Provide administrative support to other departments and perform additional duties as assigned.

Human Relations:

Participate as a member of the Event Planning and Coordination Committee and assist with company events and employee engagement activities as needed.

Bidding

Print, prepare, and obtain required signatures for bidding and other documents.

Coordinate bid closeout activities, ensuring all required documents are complete, accurate, and submitted prior to established deadlines.

Coordinate with the bid runner, when applicable, to ensure an organized and timely bid submission.

Upload bid documents to online bidding platforms and systems prior to deadlines, when applicable.

Obtain insurance quotes for bids as requested.

Assist with the coordination, preparation, printing, and delivery of escrow documents as required for bids.

Bidding Backup
(including above):

Obtain, download, organize, and log bid documents.

Review and prepare required bid forms and coordinate the acquisition of bonds.

Assist with bid review scheduling and participate in bid activities as needed.

Maintain and update the online quote system.

Provide backup support to the estimating team throughout the bidding process.

SKILLS, QUALIFICATIONS & EXPERIENCE:

Two or more years of experience in construction administration, project administration, accounting, or a related field.

Working knowledge of construction bidding, accounting software, and construction technology systems.

Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.

Excellent attention to detail and accuracy.

Ability to manage multiple priorities, deadlines, and document workflows simultaneously.

Self-motivated and able to work independently while also functioning effectively as part of a team.

Professional and verbal communication skills.

Above-average interpersonal and relationship-building skills.

Professional, dependable, and service-oriented approach.

Ability to maintain confidentiality and handle sensitive business information appropriately.

Proficiency with Microsoft Outlook, Word, Excel, Adobe Acrobat and SharePoint.

Experience with Teams, SalesForce, Pipeline Suite, Vista and construction bidding platforms is a plus.

CORE COMPETENCIES:

Organization & Time Management: Effectively prioritizes tasks and meets deadlines.

Attention to Detail: Ensures documentation, tracking, and submissions are accurate and complete.

Communication: Communicates clearly and professionally with internal and external stakeholders.

Accountability: Takes ownership of responsibilities and follows tasks through to completion.

Teamwork: Works collaboratively across Pre-Construction, Project Management, and other departments.

Adaptability: Responds effectively to changing priorities and project needs.

Technology: Demonstrates the ability and willingness to learn and utilize company software, systems, and construction technology.

BENEFIT SUMMARY

Blois Construction, LLC. offers a total compensation and benefits package for Non-Union members that includes

• Health & Prescription Plan (company paid – Individual & family)
• ESOP Employee Stock Ownership Plan
• Dental Plan (company paid – Individual & family)
• Vision Plan (company paid – Individual & family)
• Life Insurance Plan (company paid – Individual & family)
• Short Term Disability Plan (company paid)
• Long Term Disability Plan (company paid)
• Employee Assistance Program (company paid)
• 401(k) Plan with a company match
• Holiday Plan
• Paid Time Off (80-200 hour/year), which includes Sick Days

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person