Contracts Administrator

Moss & Associates (Construction)•Fort Lauderdale, FL

7d•Hybrid

About The Position

Moss is seeking a Contracts Administrator to support its contracts management function. This role involves assisting in the administration of purchase orders, subcontract agreements, and engineering agreements. The Contracts Administrator will act as a key point of coordination between internal departments and external parties to ensure contract documents are accurate, properly executed, and maintained according to company standards. This position is crucial for the smooth operation of contract management from award through closeout.

Requirements

Bachelor's degree in Business Administration, Construction Management, Engineering, or a related field preferred; equivalent work experience will be considered.
Minimum of 2 years of experience in contract administration, procurement, or a related role, preferably within the engineering, procurement, and construction (EPC) industry.
Prior experience with subcontract agreements, purchase orders, and/or engineering agreements strongly preferred.
Strong organizational skills and attention to detail, with the ability to manage multiple contracts and deadlines simultaneously.
Effective written and verbal communication skills, with the ability to interact professionally with internal teams, subcontractors, vendors, and engineering firms.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Ability to work collaboratively in a team environment while also managing individual responsibilities independently.

Nice To Haves

Experience with contract management software or document management systems a plus.
Familiarity with standard construction contract forms (e.g., AIA, ConsensusDocs) preferred.

Responsibilities

Assist in the preparation, review, and administration of purchase orders, subcontract agreements, and engineering agreements from award through closeout.
Manage and maintain standard contract agreement forms, ensuring templates are current, accurate, and consistent with company policies and applicable legal requirements.
Identify, prepare, attach, and revise contract exhibits, including but not limited to scopes of work, schedules, insurance requirements, bonding requirements, and fee schedules, ensuring all exhibits are properly incorporated into the contract documents.
Track contract status, key milestones, and expiration dates, and provide timely updates to relevant stakeholders.
Assist in the review of contract terms and conditions and escalate issues or non-standard provisions to senior contracts personnel or legal counsel as appropriate.
Coordinate and manage the contract execution process, including routing agreements for review, approval, and signature in accordance with the company's delegation of authority.
Maintain organized and complete contract files, both electronic and physical, ensuring all executed agreements, amendments, exhibits, correspondence, and supporting documentation are properly filed and readily accessible.
Ensure executed contracts are distributed to all relevant parties and departments upon completion.
Support contract closeout activities, including confirmation of final deliverables, release of retainage, and archiving of contract files.
Serve as a liaison between the contracts department and internal teams, including Accounting, Preconstruction, Procurement, and Project Management, to facilitate the timely preparation, execution, and administration of contracts.
Coordinate with the Accounting department on matters related to contract values, payment terms, invoicing, and change order pricing.
Work with the Preconstruction and Procurement teams to ensure that contract documents accurately reflect awarded scopes, pricing, and vendor or subcontractor information.
Collaborate with Project Management teams to address contract-related questions, change order requests, and other issues arising during project execution.
Perform other duties as assigned.