Contracts Administrator

CIMCO Refrigeration•Chesapeake, VA

27d•Onsite

About The Position

The Contract Administrator plays a critical role in maintaining operational compliance and supporting project execution across multiple states. This position requires strong organizational discipline, familiarity with construction compliance requirements, and the ability to manage high volumes of documentation with accuracy and confidentiality. Working closely with Construction, Service, and Accounting teams, the Contract Administrator ensures licenses, permits, certified payrolls, and prequalification packages are completed correctly and submitted on time. This role also supports SAP transaction entry, expense reconciliation, and general office administration for the Chesapeake service office.

Requirements

3+ years of experience in construction contract administration, compliance, or similar role
Working knowledge of certified payroll and prevailing wage requirements (Davis-Bacon or state public works)
Experience with accounting data entry and GL coding; SAP strongly preferred
Experience with contractor prequalification portals and multi-state licensing
High accuracy and discretion when handling confidential data
Ability to work independently across departments and manage multiple deadlines

Responsibilities

Prepare contractor prequalification packages (paper and customer portals), including business information, project history, backlog, references, and billing data
Manage business license renewals across multiple states, coordinating revenue figures with accounting to ensure consistency with revenue tax filings
Maintain contractor licenses and verify self-perform eligibility by state
Process CCIP/OCIP enrollment and filings for construction projects
Prepare certified payroll reports and prevailing wage breakdowns for public works projects
Obtain and track project permits and maintain organized records
Maintain customer and vendor portals, ensuring data accuracy and timely updates
Enter and code transactions in SAP, ensuring accurate GL assignment
Reconcile corporate purchasing card and expense documentation
Support month-end close and respond to audit documentation requests from the accounting team
Manage office supplies, equipment, and vendor relationships for the Chesapeake service office
Coordinate meetings and company events as needed
Maintain organized filing systems for licenses, permits, and compliance records
Handle incoming correspondence, shipping, and general office inquiries
Provide administrative support to the Director of Construction, Director of Service, and VP – US

Benefits

13 paid holidays
Vacation and sick pay
PPE provided along with annual allowance for boots and prescription safety glasses
Work shirts provided by company
Annual appreciation package
Early performance evaluation opportunities
Competitive benefits (medical/ dental/ vision)
401k + match
Company paid life insurance and disability
Employee assistance program
Career development opportunities