Contracts Administrator

Aston Carter•Jacksonville, FL

2d•$62,400 - $68,640•Onsite

About The Position

The Contracts Administrator oversees contract and project financials within a construction-focused environment, ensuring accurate setup, compliance, and reporting across multiple jobs. This role reviews contracts, maintains cost and billing data in the accounting system, manages lien and bonding requirements, and supports project teams with timely financial information. The position plays a key part in risk management by handling insurance documentation, certified payroll, and client credit reviews while contributing to a supportive, family-oriented workplace.

Requirements

Proven experience in accounting with a focus on project or construction accounting.
Hands-on experience with general ledger functions and job costing processes.
Working knowledge of construction accounting practices and terminology.
Proficiency in data entry with strong attention to accuracy and detail.
Experience with accounts payable processes in a project-based environment.
Ability to review and interpret contracts, lien documents, bonding requirements, and related legal or financial documentation.
Capability to manage certified payroll review and support related reporting requirements.
Strong organizational skills to manage multiple projects, deadlines, and documentation requirements simultaneously.
Effective communication skills to collaborate with Project Managers, Field personnel, clients, and other stakeholders.
Ability to provide responsive and professional customer service in a fast-paced environment.

Nice To Haves

Experience working in the construction industry or with construction-related financial processes.
Familiarity with Sage 300 or similar construction accounting software.
Experience in performing credit reviews and basic financial analysis for new client accounts.
Experience preparing OCIP enrollments and related insurance reporting.
Prior involvement in preparing contractor prequalification packages and supporting documentation.
Ability to stay informed about changes in lien laws and apply regulatory requirements to day-to-day work.
Comfort working both independently and collaboratively within a project team structure.

Responsibilities

Review contracts to ensure compliance with terms and conditions, verify that projects are established correctly within company systems, and provide all required documentation.
Update contract values and maintain current information in the accounting and project management systems.
Perform new job and AAW setup by accurately entering project information, contract values, and billing requirements.
Record contract cost estimates and update revisions to cost code estimates within the accounting system to reflect current project status.
Issue required insurance certificates to clients and maintain accurate records of all insurance documentation.
Gather data and prepare Owner Controlled Insurance Program (OCIP) enrollments and monthly reporting to support project and risk management needs.
Provide financial and administrative support to Project Managers and Field personnel, responding to inquiries and assisting with project-related accounting tasks.
Ensure compliance with federal, state, and local lien laws by monitoring regulatory changes, enforcing adherence to requirements, and advising management on applicable obligations.
File all lien-related documentation, including Notices to Owner, Notices of Commencement, Notices of Non-Payment, and related forms, within required deadlines.
Review and verify all lien releases for accuracy and completeness prior to submission for officer execution.
Review bonding requirements for projects and coordinate the issuance of payment and performance bonds.
Review and approve certified payroll reports for accuracy and completeness and provide backup support for certified payroll processing and submittits.
Review and establish profiles for new clients, including performing credit reviews and obtaining supporting documentation necessary for account approval.
Prepare and complete contractor prequalification packages and supporting documentation for submission to clients and partners.
Collaborate with internal teams to maintain accurate job costing, general ledger entries, and accounts payable information related to projects.
Deliver professional customer service to internal and external stakeholders by responding promptly and accurately to accounting and contract-related questions.