Job Overview The Contract Administrator is responsible for administering and coordinating commercial and federal HVAC construction contracts throughout the project lifecycle. This position ensures contract compliance, maintains project documentation, supports project teams with administrative and financial processes, and coordinates communication among clients, subcontractors, vendors, and internal departments. The Contract Administrator helps ensure projects meet contractual requirements, regulatory obligations, and company standards while supporting successful project execution. Duties 1. Prepare, review, and administer HVAC contracts, subcontracts, and purchase agreements. 2. Ensure all contracts comply with company policies, union agreements (if applicable), and relevant regulations. 3. Track contract amendments, renewals, and expirations. 4. Support Project Managers in maintaining alignment between contract requirements, project scope, schedule, and budget. 5. Maintain project documentation, including change orders, submittals, and RFIs. 6. Maintain contractor licenses, registrations, and project-specific compliance documents as required. 7. Monitor adherence to safety, legal, and regulatory requirements. 8. Identify potential contractual risks and communicate mitigation strategies to management. 9. Ensure compliance with federal, state, military, and project-specific contractual requirements, including site access and labor compliance requirements. 10. Set up and maintain project files. 11. Update project checklists. 12. Maintain insurance certificates, bonds, permits, and federal compliance documents. 13. Handle prequalification for new vendors and set up new vendor accounts. 14. Track contract billing requirements, invoicing, payment schedules, and compliance with contract terms. 15. Assist accounting in verifying charges and cost allocation. 16. Assist in processing lien waivers, payment applications, and supporting financial documentation. 17. Prepare reports on contract status, commitments, and financial exposure. 18. Generate and distribute project cost, commitment, and contract status reports. 19. Coordinate with vendors, subcontractors, and clients to resolve contractual issues. 20. Respond to and assist in resolving contractual questions regarding scope, pricing, contract terms, documentation, and compliance. 21. Assist in the coordination and documentation of pre-bid, post-bid, and project meetings as necessary. 22. Coordinate scheduling of project kickoffs, preconstruction meetings and site visits. 23. Distribute updated drawings, specifications, RFIs, submittals, and project communications to field and office personnel. 24. Maintain version-controlled logs of drawings, submittals, and project documents. 25. Process, submit, maintain and track government and military access credentials, badges, and clearance applications (including DBIDS, SAAR, COMPAC, PACFLT, PNEO, PACAF, JIOC, CIA, AOA and similar systems). 26. Ability to maintain confidentiality of contracts, pricing, bids, financial information, and proprietary Company information. Performs other duties as assigned. Experience Associate's or Bachelor's degree in Construction Management, Business Administration, or related field, or an equivalent combination of education and relevant experience. 3+ years of experience in construction contract administration, ideally in HVAC or mechanical contracting. Working knowledge of commercial and federal construction contracts, subcontract administration, prevailing wage requirements, certified payroll processes, union agreements, and OSHA regulations. Excellent organizational, communication, multitasking and problem-solving skills. Proficient in Microsoft Office (Word, Excel, Outlook). Experience with project management and document control software (e.g., MS Project), preferred. Ability to work independently while supporting multiple projects and deadlines. Join us as a Construction Administrator if you're passionate about managing complex projects with precision while supporting innovative building solutions!

Pay:

From $40,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Profit sharing Vision insurance

Work Location:

In person