Contracts Coordinator

Hays Electrical Services•Houston, TX

9d•Onsite

About The Position

The Contracts Coordinator supports the Hays Electrical Services contracts function by managing the day-to-day prequalification of lower-tier subcontractors and suppliers in TradeTapp and by coordinating defined portions of the company's contract workflow. The role keeps requests moving, gathers and validates required information, coordinates corrections under approved procedures, and escalates exceptions to the Contracts Manager.

Requirements

1–3 years of experience in contract administration, vendor prequalification, procurement or purchasing support, supplier management, project administration, or a comparable administrative role; equivalent relevant experience will be considered.
Working proficiency in Microsoft Excel, Outlook, and SharePoint.
Ability to read structured business documents, follow review checklists, recognize missing information, and escalate issues rather than resolve them outside assigned authority.
Clear written communication and consistent, professional follow-up.
Strong attention to detail and comfort managing many open items at once against deadlines.

Nice To Haves

Associate or bachelor's degree in business, construction management, risk management, legal studies, supply chain, or a related field preferred.
Experience with TradeTapp, BuildingConnected, ProjectSight, Vista, DocuSign, or comparable platforms preferred (training provided).
Construction industry experience is helpful but not required.

Responsibilities

Administer prequalification requests for lower-tier subcontractors and suppliers in TradeTapp from intake through completion, maintaining clear ownership and current status for each request.
Review submissions for completeness and required supporting documentation against company-approved checklists and criteria.
Follow up with subcontractors, suppliers, project teams, and internal stakeholders to obtain missing or updated information.
Track renewal dates, expirations, and response deadlines; issue reminders in advance and escalate aging or time-sensitive items.
Document exceptions, risk indicators, and unresolved issues, and escalate them to the Contracts Manager for disposition.
Maintain audit-ready records, including questionnaires, certificates, supporting documents, correspondence, decisions, and renewal history.
Receive, log, categorize, and route subcontracts, purchase agreements, vendor agreements, and other documents that may bind the company.
Track agreements awaiting business input, review, approval, signature, counter-signature, or filing, and follow up with responsible parties.
Prepare and route signature workflows in DocuSign once required approvals are documented, confirming the correct final version is sent to authorized signers.
File fully executed agreements and related approval records in the designated repository using established naming, indexing, version-control, and retention standards.
Provide day-to-day support to the Contracts Manager, including intake triage, tracker maintenance, and status reporting.