SR Contracts Administrator Masis Staffing Solutions - 3.2 Worcester, MA Job Details Full-time $110,000 a year 1 day ago Qualifications Customer communication Spreadsheets Direct client contact Project coordination High school diploma or GED Construction stakeholder communication Legal billing Project contract management Data manipulation Excel data analysis Full Job Description Sr. Contract Administrator Direct Hire (Full-time)

Worcester, MA Max Salary:

$110k The Sr. Contracts Administrator occupies a critical position at the intersection of project operations and finance. This role is responsible for the full lifecycle of contract and billing administration - from contract intake and project setup through invoicing, collections, lien waiver compliance, and closeout - and serves as a connective link between Project Managers, the Finance team, and clients. We are looking for someone who brings more than process execution. The right candidate will actively seek opportunities to improve how we work, leverage technology to reduce manual effort and increase accuracy, and help build the scalable administrative infrastructure company needs as it grows. This is a role for someone who is curious, proactive, and energized by building better systems. Core Responsibilities Contract Administration Review and abstract executed contracts, identifying billing requirements, schedule of values structure, retention terms, notice obligations, and compliance requirements. Create and maintain all construction and service projects in Vista ERP, including contract values, change orders, billing codes, and project metadata. Maintain organized, audit-ready contract files and change order logs across all business units. Track contract milestones and flag expiring provisions, unfulfilled notice requirements, or compliance gaps to the Controller and relevant PMs. Billing & Invoicing Prepare and submit monthly AIA (G702/G703) applications for payment and other billing formats required by contract (T&M, lump sum, cost-plus). Coordinate with PMs to gather accurate percent-complete updates, approved change orders, and stored materials documentation each billing cycle. Process invoices in Vista and client-facing portals (e.g., Textura, GCPay, Procore Pay, owner-specific platforms), ensuring timely and accurate submission. Manage retention tracking and proactively pursue retainage collection at project closeout. Prepare and revise client invoices in response to disputed items, contract modifications, or PM direction. Lien Waivers & Compliance Prepare, issue, and collect conditional and unconditional lien waivers (partial and final) and coordinate lower-tier waiver collection from subcontractors as required. Maintain compliance logs and ensure timely execution to protect company's lien rights and satisfy GC/owner requirements. Assist in tracking and satisfying contract-specific compliance requirements (certified payroll, insurance certs, OCIP enrollment, etc.). Collections & Cash Flow Support Monitor aging receivables and proactively pursue collection of past-due invoices in coordination with PMs and the Controller. Escalate disputes, slow-pay patterns, or credit risk concerns to the Controller and CFO with supporting documentation. Maintain and distribute weekly AR aging summaries to the Finance team and relevant project leadership. Finance Team Integration Serve as the primary point of contact between project operations and the Finance team on all billing and invoicing matters, ensuring the Controller and Project Controller have accurate, timely data at month-end. Support monthly close by ensuring all invoices are submitted and recorded in Vista prior to close cutoff, and by promptly resolving any billing discrepancies flagged by the Controller or Project Controller. Assist in identifying and resolving discrepancies between contract values, billings, and ERP records. Maintain accurate contract and change order values in Vista so the Project Controller has a reliable foundation for project accounting and reporting. Process Improvement & Technology Continuously evaluate current workflows and proactively propose improvements that reduce cycle time, eliminate manual steps, or improve accuracy. Leverage AI tools to draft correspondence, summarize contract terms, build workflow templates, and automate repetitive document tasks and help the broader team adopt these tools effectively. Serve as a power user of Vista ERP within the billing and contracts function; participate in system improvement initiatives and help document best practices. Build and maintain internal process documentation, billing guides, and training materials that support team scalability and onboarding of future staff. Qualifications Required 3-5+ years of hands-on construction billing and contract administration experience, with demonstrated proficiency in

AIA G702/G703

applications for payment. Experience with construction ERP software (Vista/Viewpoint preferred; comparable systems such as Sage 300 CRE, Procore, or Foundation considered). Solid working knowledge of construction contract structures (GC/sub agreements, T&M, lump sum, unit price) and the billing mechanics each requires. Strong Excel skills - comfortable with data manipulation, lookups, and building tracking tools without relying on IT. Demonstrated ability to manage multiple concurrent projects and deadlines with a high degree of accuracy. Excellent written and verbal communication skills - able to interact professionally with owners, GCs, PMs, and Finance leadership. High-school diploma required; Associate's degree or higher preferred. Strongly Preferred Familiarity with client billing portals (Textura, GCPay, Procore Pay, or similar owner-managed platforms). Experience in a multi-entity or PE-backed company environment. Exposure to lien waiver management and mechanics lien requirements in MA, CT, or other Northeast states. Experience using AI tools (ChatGPT, Claude, Copilot, or similar) in a professional context to improve output quality or efficiency - or strong curiosity and willingness to develop this skill. Prior experience participating in ERP implementations, workflow redesigns, or process improvement initiatives. #MFT1 Masis Staffing is committed to providing a workplace free of discrimination, harassment, and retaliation. We are an equal opportunity employer. Applicants, employees, and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation or transgender status), national origin, age (40 or older), veteran status, disability and genetic information (including family medical history).