Contracts Administrator

Columbia Fire LLC Contracts Administrator 9520 10th Ave S. Ste 150 Seattle, WA 98108 Salary: 25.00 - 40.00 USD / HOUR Title: Contracts Administrator Reports To: General Manager Location: Seattle; In Office Job Type: Hourly; Non-Exempt Schedule: Full-Time (40 hrs/wk) Job Description The Contract Administrator supports the fire sprinkler operations team by managing contract documents, permit and submittal processes, compliance requirements, billing coordination, and project administration from Notice to Proceed through closeout. This role serves as a central administrative hub between Sales, Project Management, Design, Purchasing, Field Operations, and Accounting to ensure projects are properly documented, approved, compliant, and closed out efficiently. Why You’ll Love Working Here At Columbia Fire, we protect lives and property every single day. Our work literally keeps people safe—and that’s something to be proud of. We’re a growing, down-to-earth team that values initiative, trust, and teamwork. You’ll have a voice here, your work will be noticed, and you’ll be surrounded by people who genuinely care about doing things the right way. If you’re organized, motivated, and want to be part of a stable, essential industry that never slows down—this is your kind of place. About the Role The Contract Administrator plays a critical role in keeping our fire sprinkler projects running smoothly from start to finish. This position serves as the administrative backbone of our operations team, supporting projects from Notice to Proceed through closeout by ensuring contracts, permits, submittals, billing, and compliance requirements are handled accurately and on time. This role works cross-functionally with Sales, Project Management, Design, Purchasing, Field Operations, and Accounting, acting as a central point of coordination to make sure projects are properly documented, approved, compliant, billed, and ultimately closed out efficiently. The primary focus of this role is accounts receivable and contract administration. You’ll be responsible for managing customer billing, compliance documentation, lien waivers, retainage tracking, and collections, helping maintain strong cash flow and clean project records. While accounts payable support may be added in the future, the immediate priority is ensuring invoicing is accurate, timely, and aligned with contract terms and project milestones. You’ll work closely with Project Managers and the Controller to support AIA billing, resolve billing questions, track payments, and ensure all financial and compliance details tie out at month-end. This is an ideal role for someone who is highly organized, detail-oriented, and enjoys bringing structure and follow-through to complex construction projects. If you enjoy being at the center of the action, partnering across teams, and taking ownership of processes that directly impact project success and cash flow, this role offers meaningful responsibility and visibility within a growing organization. What You’ll Do: Contract & Project Setup Review and process executed contracts, subcontracts, and Notices to Proceed (NTPs). Set up projects in the ERP system (Acumatica) with correct contract values, billing terms, retention, and compliance requirements. Issue Project Award / Kickoff Emails, requesting CAD files, available water flow information, and confirming customer, GC, and project contact details. Maintain and update active job lists (ACC Build) to reflect current project status. Track permit status, monitor design email and respond to AHJ requests for additional information as directed by the PM or Designer. Print approved permit documents and ensure digital files are saved in the correct project folders. Maintain the City Information Sheet, including AHJ login credentials, submission requirements, and current city standards. Submit material, safety, and other required documents (created by others) to General Contractors or Owners. Track submittal status and approvals. File approved submittals in the correct project folders and update logs accordingly. Accounts Receivable Generate, review, and send daily, weekly, and monthly customer invoices based on project billing schedules and statements of values. Collaborate with Project Managers and Estimators to ensure billing aligns with project milestones, values, and deadlines. Complete all required compliance documentation for customer invoices. Track retainage receivables and handle timely release per contract terms or project completion. Maintain the AR Aging Ledger accurately. Lead weekly collections efforts: Send payment reminders and follow up on outstanding balances. Log all communications in Acumatica (ACU) and the working collections spreadsheet. Work with Project Managers to resolve billing disputes and verify compliance paperwork. Stay proactive on accounts aged 90+ days and escape unresolved items. Partner with the Controller and General Manager to meet AR aging and DSO goals. Manage lien waivers, certificates of insurance (COIs), and customer billing requirements. What You Bring: 2–5 years of contract admin, project accounting or, accounts receivable experience with at least 2 years of construction billing (AIA billing experience required). Familiarity with lien waivers, COIs, collections, and progress billings. ERP experience required (Acumatica a plus); proficiency in Microsoft Office and QuickBooks. Excellent organization, time management, and attention to detail. Able to handle changing priorities and deadlines with professionalism. Comfortable in a collaborative, fast-paced environment. A self-starter who takes initiative, follows through, and communicates clearly. Experience in a small to mid-size company preferred. $25-40/hr (based on prior experience and credentials) Health, Dental, Vision, and Life Insurance Health Savings Account 401(k) Plan with up to 3.5% Employer Match Paid Time Off (PTO) + Paid Holidays Paid Community Service Hours Company-Paid Life Insurance Our Core Values At Columbia Fire, how we work matters as much as what we do. Customer Centricity: We genuinely care about our customers and always act in their best interest. Every decision puts the customer first. Effective Communication: We listen actively, resolve issues quickly, and set clear expectations every step of the way. Consistency: We do what we said we’d do, when we said we’d do it, for the price we promised—then go a little beyond. Initiative: We empower our team to make decisions, take ownership, and drive progress. Trustworthy: We own our work, our results, and our mistakes. We do the right thing—even when it’s hard. Join Us It’s a chance to be part of a mission-driven company that protects lives and builds trust across the region. You’ll gain deep construction-industry experience, work alongside a supportive leadership team, and grow your career in a company that values both excellence and people. Equal Opportunity Employer, including disabled and veterans. #J-18808-Ljbffr Columbia Fire, Inc