Contract Administrator

Contract Administrative Assistant

From community solar portfolios to commercial rooftops, battery storage, schools and government projects, Montante solar delivers energy solutions built around real-world needs. With experience across every phase of a project, our team guides development, engineering, procurement, construction, and O & M to ensure each system performs reliably and efficiently.

The Contract Administrative Assistant supports the successful execution of solar construction projects by providing administrative, contractual, compliance, and project coordination support to the Solar Project Management Team. This position plays a critical role in maintaining project documentation, supporting compliance requirements, coordinating invoicing activities, and ensuring accurate and timely project records throughout the project lifecycle.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced project environment. This individual serves as a trusted administrative resource to the Project Management team and contributes to the efficient delivery of renewable energy projects from project mobilization through closeout.

The Contract Administrative Assistant plays a critical role in supporting the successful delivery of solar construction projects by ensuring project documentation, compliance requirements, contract records, procurement activities, and administrative processes are completed accurately and on time. Through strong organization, attention to detail, and proactive coordination, this role helps project teams maintain operational efficiency, reduce administrative risk, and support positive experiences for clients, subcontractors, vendors, and internal stakeholders.

The work performed in this position directly contributes to project compliance, financial accuracy, and effective communication across multiple active projects. By providing dependable administrative support throughout the project lifecycle, the Contract Administrative Assistant enables the Project Management team to focus on project execution while helping ensure projects remain organized, responsive, and positioned for success.

Key Responsibilities

• Perform new job setup, including entry into Procore, establishing project templates for insurance, subcontracts, etc., and logging contractual requirements.
• Support document control activities to ensure project records remain organized, accurate, and current.
• Assist with the preparation, distribution, tracking, and filing of RFIs, submittals, correspondence, and project documentation.

Contract & Compliance Administration

• Assist with prevailing wage, apprenticeship utilization, insurance, and other project compliance requirements.
• Collect, organize, and maintain subcontractor compliance documentation and supporting records.
• Monitor administrative deadlines and submission requirements to support project compliance.
• Coordinate documentation flow between subcontractors, project teams, owners, and third-party compliance administrators.
• Escalate documentation deficiencies, missing submissions, or compliance concerns to Project Managers.

Financial Administration & Procurement Support

• Process vendor and subcontractor invoices through established workflows and approval processes.
• Support owner billing activities by assembling documentation and maintaining organized billing records.
• Assist with preparation of lien waivers and supporting project documentation.
• Complete credit applications for new vendors

Project Coordination & Closeout Support

• Support project mobilization activities and routine site administration requirements.
• Organize closeout documentation including warranties, as-built records, commissioning documentation, and operation and maintenance manuals.
• Support the development, documentation, and continuous improvement of administrative procedures, templates, and workflows.
• Perform additional duties as assigned in support of project operations.

Core Competencies & Skills

• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Effective communication and follow-up skills.
• Ability to manage multiple priorities.
• Customer service mindset.
• Proficiency with Microsoft Office applications.
• Ability to learn systems and processes quickly.

Travel Required

Occasional local travel to project sites, company offices, meetings, and training events

Qualifications & Experience

Required

• Associate's degree in Business Administration, Construction Management, Project Management, Accounting, or a related field.
• Minimum of two (2) years of experience in project administration, contract administration, construction administration, office administration, or a related support role.
• Strong proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Demonstrated experience coordinating documentation, tracking deadlines, and managing administrative processes.

Preferred

• Bachelor's degree in a related field.
• Experience in construction, renewable energy, engineering, or project-based industries.
• Knowledge of prevailing wage, public work, or contract compliance requirements.
• Experience working with Procore or similar project management software platforms.
• Experience supporting project management, operations, or construction teams.

Compensation Package:

• Competitive base wages starting between $55,000 and $70,000 ($26.44 to $33.65) base per year, with annual review and bonus opportunity.
• A comprehensive benefit package including medical insurance with employer contribution towards premium, employer paid life insurance, and employer paid long term disability
• 401k Retirement plan with 4% employer match and immediate vesting starting first of the month after hire date
• Generous paid time off (starting at 15 days per calendar year) and 8 paid holidays
• Financial insurance protection options which include short- and long-term disability, accidental death & dismemberment insurance, critical illness and accident insurance, legal and identity theft options, and pet insurance.
• Community and Employee engagement events and initiatives