Contract Administration Coordinator

Hoffman Mechanical Solutions, Inc.; Columbia, Northern (SC, KY); Hybrid; USD 40,000 - 60,000; Full time

Job summary

Hoffman Mechanical Solutions, Inc. seeks a Contract Administration Coordinator to support the Contract Administration Manager, Project Managers, Area Managers, and Install Team Leads.

You will help ensure project entry, billing, and subcontractor documentation are accurate from kickoff through closeout. This role emphasizes maintaining contracts, handling change orders, and assisting with progress billings.

Qualifications

• High school diploma required; associate degree preferred.
• 1–3 years of administrative or project coordination experience, ideally in construction, mechanical, or HVAC contracting.
• Familiarity with AIA billing formats, subcontractor agreements, and change order processes is a plus.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office; experience with project or contract management software a plus.
• Comfortable working closely with field and install teams as well as office-based project staff.

Responsibilities

• Support the Contract Administration Manager with project administration.
• Support multiple Project Managers, Area Managers, and Install Team Leads.
• Track committed costs and collaborate on cost projections.
• Assist with project setup, purchase orders, and change order entry and impact.
• Help maintain accurate project files, including contracts and amendments, under the Contract Administration Manager's direction.
• Collaborate with Project Managers on monthly progress billings (AIA, T&M, and other contract-specific formats).
• Help verify billings align with contract terms, approved change orders, and schedules of values.
• Support internal billing approvals and help respond to routine customer or GC billing inquiries.
• Support project closeout, including final billing, retention release, and documentation.
• Help maintain organized records to support audits and internal review.
• Subcontractor Management: Issue subcontractor agreements and scopes of work as directed; ensure subcontractors meet insurance, safety, certified payroll, and project onsite requirements.
• Project Administrative Support: document control (RFIs, submittals, change orders, warranty transfers), progress reports, meeting minutes, and filing.

Skills

Administrative coordination

Organization

Multitasking

Communication

Microsoft Office

Education

High school diploma

Associate's degree in Business/Construction Management

Tools

Project management software

Job description

Reports To: Contract Administration Manager

Employment Type: Full-Time, Non-Exempt

Position Overview

The Contract Administration Coordinator provides administrative and coordination support to the Contract Administration Manager, Project Managers, Area Managers, and Install Team Leads. This role helps ensure project entry, billing, and subcontractor documentation are accurate and current, and serves as a point of contact for project administrative needs from kickoff through closeout.

Key Responsibilities

• Support the Contract Administration Manager with project administration.
• Support multiple Project Managers, Area Managers, and Install Team Leads.
• Track committed costs and collaborate on cost projections.
• Assist with project setup, purchase orders, and change order entry and impact.
• Help maintain accurate project files, including contracts and amendments, under the Contract Administration Manager's direction.
• Collaborate with Project Managers on monthly progress billings (AIA, T&M, and other contract-specific formats).
• Help verify billings align with contract terms, approved change orders, and schedules of values.
• Support internal billing approvals and help respond to routine customer or GC billing inquiries.
• Support project closeout, including final billing, retention release, and documentation.
• Help maintain organized records to support audits and internal review. Subcontractor Management
• Issue subcontractor agreements and scopes of work as directed by the Project Manager, Area Manager, or Team Lead.
• Ensure subcontractors meet applicable insurance, safety, certified payroll, and project onsite requirements.

Project Administrative Support

• Support the Contract Administration Manager and Project Managers with document control, including tracking RFIs, submittals, change orders, and warranty transfers.
• Assist with the preparation and submission of progress reports, meeting minutes, and other project documentation.
• Maintain project filing systems and ensure proper documentation archiving.
• Provide administrative support during project kickoff, coordination meetings, and closeout processes.
• Coordinate project bonding requirements with the Company Insurance Manager.
• Act as a liaison between the Contract Administration Manager, Project Managers, Sales, Accounting, Area Managers, the Director of Technical Operations, owners, and customers.
• Partner with accounting on invoice processing and accounting corrections and entries.

Qualifications

Not specified in the source posting; drafted as a starting point. Adjust to fit HMS's standard requirements.

• High school diploma required; Associate's degree in Business, Construction Management, or a related field preferred.
• 1–3 years of administrative or project coordination experience, ideally in construction, mechanical, or HVAC contracting.
• Familiarity with AIA billing formats, subcontractor agreements, and change order processes is a plus.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office; experience with project or contract management software a plus.
• Comfortable working closely with field and install teams as well as office-based project staff