Contract Administrator
About The Position
The Contract Administrative Assistant supports the successful execution of solar construction projects by providing administrative, contractual, compliance, and project coordination support to the Solar Project Management Team. This position plays a critical role in maintaining project documentation, supporting compliance requirements, coordinating invoicing activities, and ensuring accurate and timely project records throughout the project lifecycle. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced project environment. This individual serves as a trusted administrative resource to the Project Management team and contributes to the efficient delivery of renewable energy projects from project mobilization through closeout.
Requirements
- Associate’s degree in Business Administration, Construction Management, Project Management, Accounting, or a related field.
- Minimum of two (2) years of experience in project administration, contract administration, construction administration, office administration, or a related support role.
- Strong proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
- Demonstrated experience coordinating documentation, tracking deadlines, and managing administrative processes.
- Strong organizational and time management skills.
- Attention to detail and accuracy.
- Effective communication and follow-up skills.
- Ability to manage multiple priorities.
- Customer service mindset.
- Proficiency with Microsoft Office applications.
- Ability to learn systems and processes quickly.
Nice To Haves
- Bachelor's degree in a related field.
- Experience in construction, renewable energy, engineering, or project-based industries.
- Knowledge of prevailing wage, public work, or contract compliance requirements.
- Experience working with Procore or similar project management software platforms.
- Experience supporting project management, operations, or construction teams.
Responsibilities
- Perform new job setup, including entry into Procore, establishing project templates for insurance, subcontracts, etc., and logging contractual requirements.
- Support document control activities to ensure project records remain organized, accurate, and current.
- Assist with the preparation, distribution, tracking, and filing of RFIs, submittmits, correspondence, and project documentation.
- Assist with prevailing wage, apprenticeship utilization, insurance, and other project compliance requirements.
- Collect, organize, and maintain subcontractor compliance documentation and supporting records.
- Monitor administrative deadlines and submission requirements to support project compliance.
- Coordinate documentation flow between subcontractors, project teams, owners, and third-party compliance administrators.
- Escalate documentation deficiencies, missing submissions, or compliance concerns to Project Managers.
- Process vendor and subcontractor invoices through established workflows and approval processes.
- Support owner billing activities by assembling documentation and maintaining organized billing records.
- Assist with preparation of lien waivers and supporting project documentation.
- Complete credit applications for new vendors.
- Support project mobilization activities and routine site administration requirements.
- Organize closeout documentation including warranties, as-built records, commissioning documentation, and operation and maintenance manuals.
- Support the development, documentation, and continuous improvement of administrative procedures, templates, and workflows.
- Perform additional duties as assigned in support of project operations.
Benefits
- medical insurance with employer contribution towards premium
- employer paid life insurance
- employer paid long term disability
- 401k Retirement plan with 4% employer match and immediate vesting
- Generous paid time off (starting at 15 days per calendar year)
- 8 paid holidays
- Financial insurance protection options which include short- and long-term disability, accidental death & dismemberment insurance, critical illness and accident insurance, legal and identity theft options, and pet insurance.
- Community and Employee engagement events and initiatives
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
