Construction Contract Admin Lead & Billing

Hoffman-; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

Hoffman Mechanical Solutions (HMS) in Columbia, SC is seeking a Contract Administration Manager to own contract administration, project billing, and risk management across HMS projects.

You will lead the Contract Administration Coordinator, oversee progress billing and lien waivers, ensure compliance with contract terms, and partner with Sales, Project Managers, and Accounting to align contracts with execution.

Qualifications

• Bachelor's degree in Business, Construction Management, Accounting, or related field.
• 5+ years of experience in contract administration and/or construction project billing.
• Prior experience supervising or training staff preferred.
• Working knowledge of AIA billing formats, lien waiver requirements, and change order processes.

Responsibilities

• Review, negotiate, manage, and maintain a wide range of contracts, including customer and subcontractor agreements, vendor agreements, service agreements, and change orders.
• Process contracts in accordance with company policies and procedures; ensure scopes of work and price align with the project quote and booking package.
• Identify and extract key contract provisions and documents, and summarize and discuss them with sales and project teams.
• Identify and track contract deadlines, safety and onsite requirements, and certified payroll, insurance, and bonding requirements.
• Maintain and update contract templates, standard clauses, and playbooks for repeat customer and subcontractor agreements.
• Support the risk management and legal team by identifying and flagging potential contractual issues.
• Prepare contract summaries and reports, and assist with contract close-out activities as needed.
• Review project bid documentation and communicate key provisions and obligations to applicable teams.
• Ensure company alignment with the terms and commitments laid out in contracts.
• Support multiple Project Managers across active projects.
• Track budgets, committed costs, and cost projections; identify and communicate variances.
• Oversee project setup, forecasting, and change order entry and impact, including the additional project entry volume created as the business converts to progress billing.
• Maintain accurate project documentation, including contracts and amendments.
• Oversee preparation and submission of monthly progress billings (AIA, T&M, and other contract-specific formats).
• Ensure billings align with contract terms, approved change orders, and schedules of values.
• Interpret contract language to ensure compliance with billing and documentation requirements.
• Coordinate internal billing approvals and respond to customer or GC inquiries.
• Prepare, track, and manage conditional, unconditional, and sub-tier lien waivers in accordance with state or contract requirements.
• Oversee project closeout, including final billing, retention release, and documentation.
• Maintain organized records and files for audits and internal review.
• Supervise and train the Contract Administration Coordinator, and monitor that role's practices and processes to ensure consistent, accurate support.
• Serve as the point of escalation for the Contract Administration Coordinator and a direct point of support for install team leads on project entry and contract matters.
• Take on overflow contract administration and project entry work as volume increases.
• Act as a key liaison between Sales, Project Managers, the Director of Contracting, Accounting, install/field leadership, owners, and customers.
• Coordinate with project managers, sales, estimators, and finance to align contract terms with project execution plans.
• Partner with accounting on payment applications, billing corrections, and job reviews.
• Regularly communicate with stakeholders on contract and billing status and address concerns.
• Support other legal and administrative functions as needed.

Skills

Contract administration

Project billing

Risk management

Leadership

Education

Bachelor's degree in Business, Construction Management, Accounting, or related field

Equivalent experience

Tools

Microsoft Office

Contract/Project management software

AIA billing formats

Job description

Hoffman Mechanical Solutions (HMS) in Columbia, SC is seeking a Contract Administration Manager to own contract administration, project billing, and risk management across HMS projects.

You will lead the Contract Administration Coordinator, oversee progress billing and lien waivers, ensure compliance with contract terms, and partner with Sales, Project Managers, and Accounting to align contracts with execution.