Construction Office Manager & Contract Compliance Coordinator

Henderick Inc.; Nashville (TN); On-site; USD 65,000 - 90,000; Full time

Job summary

Henderick, Inc. in Tennessee seeks an experienced Construction Office Manager & Contract Compliance Coordinator to bring structure to a high-volume construction environment, overseeing administrative and compliance across multiple active projects and states.

The ideal candidate will manage licenses, COIs, bid and procurement processes, and implement consistent procedures to ensure deadlines are met and documentation is complete. Independent work style and strong detail orientation are essential.

Qualifications

• 3–5+ years of construction office or contract administration experience preferred.
• Strong understanding of contracts, bidders, and project documentation.
• Ability to manage multiple projects, deadlines, and priorities.
• Proficient in MS Office and document proficiency (PDF management).

Responsibilities

• Maintain licenses, registrations, certifications, renewals, and required docs.
• Track contract requirements, insurance, bonds, and compliance deadlines.
• Manage subcontractor and vendor compliance files and COIs.
• Review bid packages for administrative compliance before submission.
• Support Go/No-Go tracking and bid pipeline management.
• Maintain organized project and contract files (electronic and physical).
• Assist with project documentation, change orders, and closeout records.

Skills

Attention to detail

Time management

Independent work

Communication

Tools

Excel

Word

Outlook

PDF/document management

Job description

Construction Office Manager & Contract Compliance Coordinator

About Henderick

Henderick, Inc. is a Regional Tennessee-based general contractor and facility solutions firm serving government, institutional, commercial, and educational clients. Our work includes construction, facility maintenance, athletic flooring, paving and concrete, demolition, emergency response, and specialty facility services.

As our project and contract portfolio continues to grow, we are seeking an experiencedConstruction Office Manager & Contract Compliance Coordinatorwho can bring structure, accountability, and disciplined administrative control to a high-volume construction environment.

The Position

We are looking for someone who understands how aconstruction office operatesand can manage the administrative and compliance requirements that support multiple active projects in multiple states, contracts, bids, subcontractors, government compliance.

The right candidate will be highly organized, deadline-driven, comfortable working independently, and experienced managing detailed construction documentation where missed dates, expired licenses, incomplete forms, or compliance errors can directly affect a project's success.

Key Responsibilities

Contract & Compliance Management

• Maintain contractor licenses, registrations, certifications, renewals, and required documentation.
• Track contract requirements, expiration dates, renewal dates, insurance requirements, bonds, and compliance deadlines.
• Maintain subcontractor and vendor compliance files.
• Collect and track Certificates of Insurance (COIs), W-9s, licenses, subcontract agreements, and other required documentation.
• Review contract and solicitation requirements and develop compliance checklists.
• Maintain organized electronic and physical project and contract files.

Bid & Procurement Management

• Identify and research public and private construction opportunities.
• Monitor procurement portals and bid platforms for new opportunities.
• Download, organize, and review solicitations, RFQs, RFPs, bid packages, addenda, and supporting documents.
• Track pre-bid meetings, site visits, questions deadlines, addenda, bid due dates, and submission requirements.
• Develop bid calendars and internal submission deadlines.
• Review bid packages for administrative compliance before submission.
• Coordinate required forms, certifications, signatures, references, bonds, licenses, and attachments.
• Assist management with Go/No-Go tracking and bid pipeline management.

Proposal & Preconstruction Support

• Assist with preparation of RFQs, RFPs, Statements of Qualifications, proposals, and bid submissions.
• Maintain company qualifications, project experience, resumes, references, licenses, certifications, and standard proposal materials.
• Coordinate information from project managers, estimators, subcontractors, and company leadership.
• Proofread and quality-check submissions for completeness, accuracy, professionalism, and compliance.

Construction Office Management

• Support multiple active projects and contracts simultaneously.
• Maintain project documentation, logs, correspondence, and administrative records.
• Track subcontractor documentation and outstanding requirements.
• Assist with purchase orders, subcontract documentation, change-order administration, closeout documentation, and project records.
• Maintain organized systems for contracts, projects, vendors, subcontractors, and procurement opportunities.
• Help establish and enforce consistent administrative procedures across the company.
• Provide executive and operational support to company leadership as required.

Required Qualifications

• 3–5+ years of construction office, project administration, contract administration, or construction management experience strongly preferred.
• Demonstrated understanding of construction terminology, contracts, subcontractors, vendors, bids, and project documentation.
• Experience managing multiple projects, deadlines, and competing priorities.
• Strong Microsoft Office skills, particularlyExcel, Word, Outlook, and PDF/document management.
• Strong written communication, proofreading, and document-production skills.
• Exceptional attention to detail and ability to identify missing or inconsistent information.
• Ability to read and interpret bid solicitations, contract requirements, and administrative specifications.
• Ability to work independently, prioritize assignments, and follow tasks through completion.
• Strong organizational and records-management skills.

Preferred Experience

Experience with any of the following is highly desirable:

• General contractor or commercial construction office
• Government or public-sector contracting
• School or institutional construction
• RFQs, RFPs, IFBs, and public procurement
• Contractor licensing and multi-state registrations
• Certificates of Insurance and subcontractor compliance
• Bid bonds, performance bonds, and payment bonds
• Certified payroll and prevailing-wage documentation
• Procore or similar construction management software
• BuildingConnected, Bonfire, IonWave, BidNet, PlanetBids, or similar procurement platforms
• CSI construction specifications and Divisions
• Construction project closeout documentation

Who Will Succeed in This Role

You will likely succeed at Henderick if you are the person who:

• Notices a missing document before it becomes a problem.
• Keeps deadlines visible and follows up until items are completed.
• Can open a 100-page solicitation and determine exactly what must be submitted and when.
• Understands that a bid being complete is just as important as getting it submitted on time.
• Can manage documentation for numerous subcontractors and projects without losing control of the details.
• Creates systems instead of relying on memory.
• Is comfortable holding project managers, subcontractors, vendors, and leadership accountable for information needed to meet deadlines.
• Can operate effectively in a growing, fast-moving construction company.

What We Are Looking For

Henderick needs a professional who cantake ownership of the construction office's administrative and compliance infrastructure.

The objective is simple:nothing expires, nothing gets missed, bids are compliant, subcontractor files are complete, project documentation is organized, and leadership has visibility into what requires action.

Position:Full-Time

Industry:Commercial Construction / General Contracting / Facility Services

Henderick, Inc. is an Equal Opportunity Employer.