The Contract Administration Manager is a key member of our team, playing a mission-critical role in ensuring compliance and operational excellence. This remote position is responsible for managing the full lifecycle of contract and bid administration, from project identification through to final execution. The primary focus will be to assist our Estimating Department in all aspects of contract and bid compliance, ensuring efficiency and accuracy in a fast-paced environment. This role includes supervising the Estimating Administrative Staff and acting as a vital liaison between departments.

Key Responsibilities Bid & Project Sourcing:

Proactively identify and source new project opportunities across all states, counties, and municipalities. Ensure all required documentation and paperwork are submitted accurately and on time for upcoming bids.

Bid Process Management:

Procure all necessary bid packets, bonds, and signatures, and distribute them to the appropriate parties. Manage the end-to-end submission of bids through various platforms, including Quest CDM, Bid X, ACHD Open Gov, Bonfire, Onvia/Demand Star, and Zycus. Maintain a comprehensive and organized repository of all bidding information.

Compliance & Administration:

Manage the pre-qualification process, including the filing of all appropriate licensing and bonds. Create and issue subcontracts, and maintain a current database to ensure all subcontractors have provided valid certificates of insurance for each project.

System & Data Management:

Create new jobs in JDE in preparation for contract input. Ensure all contracts and budgets are accurately entered into JDE via HCSS upload or manual entry. Produce and distribute job files, weekly job listings, and monthly contract billing worksheets in a timely manner.

Cross-Departmental Collaboration:

Act as the primary liaison between the Contracting and Accounting departments, providing critical input and information for job cost accounting and Work in Process (WIP) forecasting and reporting.

Team Supervision & Support:

Supervise, guide, and support the Estimating Administrative Staff. Maintain proper filing and storage of all records, and update the weekly agenda for distribution to estimators and divisions.

General Duties:

Assume other special activities and responsibilities as directed to support the overall goals of the organization. Proven experience in contract administration, bid management, or a similar role. Strong proficiency with bidding platforms (e.g., Quest CDM, Bonfire) and enterprise systems (e.g., JDE, HCSS). Excellent organizational skills with a high degree of accuracy and attention to detail. Demonstrated ability to work independently and manage multiple priorities in a remote setting. Strong communication and interpersonal skills for effective collaboration with internal teams and external partners. Experience in supervising administrative staff is preferred. Associate's or Bachelor's degree in Business Administration, Finance, or a related field is a plus.