Contract Administration Coordinator: Project Billing & Docs

Hoffman & Hoffman Inc; Columbia (SC); On-site; USD 42,000 - 62,000; Full time

Job summary

Hoffman & Hoffman Inc in Columbia, SC, seeks a Contract Administration Coordinator to provide administrative support to 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 requires strong organization, 1–3 years of administrative or project coordination experience, proficiency with MS Office, familiarity with AIA billing

Qualifications

• High school diploma required; Associate's degree preferred.
• 1–3 years of administrative or project coordination experience.
• Familiarity with AIA billing formats and subcontractor processes is a plus.
• Proficient in Microsoft Office; ability to coordinate with field and office teams.

Responsibilities

• Support the Contract Administration Manager with project administration.
• Support multiple Project Managers, Area Managers, and Install Team Leads.
• Track committed costs and support cost projections.
• Assist with project setup, purchase orders, and change order entry.
• Help maintain accurate project files, including contracts and amendments.
• Collaborate 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 respond to routine customer or GC billing inquiries.
• Support project closeout, including final billing, retention release, and documentation.
• Maintain organized records to support audits and internal review.
• Issue subcontractor agreements and scopes of work as directed by PMs/Area Manager/Team Lead.
• Ensure subcontractors meet applicable insurance, safety, certified payroll, and project onsite requirements.

Skills

Administrative coordination

Attention to detail

Communication skills

Education

High school diploma

Associate's degree preferred

Tools

MS Office Suite

Project management software

Job description

Hoffman & Hoffman Inc in Columbia, SC, seeks a Contract Administration Coordinator to provide administrative support to 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 requires strong organization, 1–3 years of administrative or project coordination experience, proficiency with MS Office, familiarity with AIA billing