Contract Administrator | Project & Business Operations

HDJ•Muskegon, MI

19d

About The Position

Hooker DeJong, Inc. (HDJ) is seeking a Contract Administrator to support its project teams, leadership, and business operations. This role is crucial for ensuring the efficient flow of contracts, certifications, compliance requirements, and project documentation across the firm. The Contract Administrator will serve as a key resource for project teams and leadership, maintaining organized, accurate, and accessible critical documents. This position involves close collaboration with project managers, consultants, leadership, and outside service providers, supporting both project delivery and daily business operations.

Requirements

Associate or bachelor’s degree in business administration, legal studies, project administration, or a related field, or equivalent experience.
Two or more years of experience in contract coordination, project administration, document management, administrative support, or a related role.
Exceptional organizational skills and attention to detail.
Ability to manage confidential information with professionalism and discretion.
Strong proficiency in Microsoft Office (Word, Excel, Outlook).
Experience with PDF editing and document production tools such as Bluebeam or Adobe Acrobat Pro.

Nice To Haves

Experience in architecture, engineering, construction (AEC), or professional services industries.
Familiarity with AIA, EJCDC, or similar contract documents.
Experience working with consultants, legal counsel, insurance providers, or compliance documentation.
Familiarity with Deltek Vantagepoint or similar project/business management software.

Responsibilities

Prepare, distribute, track, and maintain project contracts, amendments, change orders, and consultant agreements.
Coordinate contract routing, signatures, approvals, and execution tracking.
Maintain contract templates and supporting documentation.
Ensure sensitive contractual information is handled professionally and accurately.
Maintain project records, certifications, insurance certificates, licenses, and related documentation.
Monitor document requirements and follow up with internal staff, consultants, and clients as needed.
Assist with document preparation, formatting, quality reviews, and record maintenance.
Support contract compliance activities, professional licensing records, and related filings.
Serve as a resource for project teams regarding contract status and documentation requirements.
Assist with internal coordination, scheduling, document management, and workflow support.
Support special projects and operational initiatives that contribute to firm success.
Help create organized, consistent processes that improve efficiency across the organization.