Contracts Coordinator

Design and Production Inc. is a renowned builder of museum experiences, offering a comprehensive range of specialty services for museums and high-profile institutions. D&P's expertise lies in prefabrication consulting, project management, exhibit engineering, detailing, prototyping, installation, media, and lighting systems. Projects are custom, large scale, complex, multi-year experiences.

D&P is looking for a highly organized and detailed orientated Contracts Coordinator to provide administrative and operational support to the Contracts Department and works closely with the Contracts Department to help coordinate contract-related activities across D&P. This role supports a variety of functions, including estimating, project management, and finance, by helping ensure information, documentation, and requests are routed and managed efficiently. The ideal candidate is organized, responsive, and comfortable managing multiple priorities. They are naturally curious, eager to learn, and able to work independently after receiving direction. This individual should be able to gather information, identify next steps, and proactively move assignments forward while maintaining a high level of accuracy and attention to detail.

What You'll Be Doing

• Provide administrative and organizational support to the Contracts Manager, helping track and coordinate contract actions, documentation, and follow-up items.
• Maintain contract files, logs, and key records, ensuring documentation is organized, current, and easily accessible.
• Support collaboration between Contracts, Estimating, Project Management, Finance, and other departments by gathering information and facilitating document flow.
• Assist with proposal, bid, and project startup documentation, as well as contract modifications and project closeout records.
• Maintain Excel-based trackers and other tools used to manage contract and project information.
• Research questions, collect information, and take ownership of assigned tasks, escalating issues when guidance is needed.
• Support special projects and process improvement initiatives within the Contracts Department.

What We'll Look For In Your Resume

• Associate's or Bachelor's degree preferred, or equivalent professional experience.
• 1-3 years of administrative, coordination, contracts, or office support experience.
• Strong proficiency in Microsoft Excel, including formulas, sorting, filtering, and data organization.
• Proficiency with Microsoft Office Suite (Word, Outlook, and PowerPoint).
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Exceptional attention to detail and accuracy.

Preferred Qualifications

• Experience in exhibit fabrication, construction, manufacturing, government contracting, or another project-based environment.
• Familiarity with contract management, CRM, ERP and project management systems (such as Procore).
• Experience with document control and records management.

Key Competencies

• Organization and Prioritization
• Initiative and Self-Motivation
• Attention to Detail
• Excel and Data Management
• Communication
• Critical Thinking and Problem Solving
• Team Collaboration

What We're Looking For...

We're looking for someone who enjoys learning new things, asks good questions, and takes initiative. The successful candidate can accept a task with limited direction, determine what information is needed, and work through challenges independently before seeking assistance. This role offers significant opportunities for growth and development as the Contracts Department continues to expand.

Design and Production Incorporated (D&P) is an Equal Opportunity Employer - All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law. Design and Production Incorporated (D&P) is an E-Verify Employer.