Contract Administration Manager

Hoffman & Hoffman Inc; Columbia (SC); On-site; USD 90,000 - 120,000; Full time

Job summary

Hoffman & Hoffman Inc in Columbia, SC seeks a Contract Administration Manager to own contract administration and project billing for HMS, merging contract review, negotiation, risk management with oversight of project financial support and lien waiver compliance.

This role leads the Contract Administration Coordinator, sets practices and processes, and handles overflow work as the shift to progress billing grows.

Qualifications

• Bachelor's degree or equivalent in business, construction management, or accounting.
• 5+ years in contract administration and/ or construction project billing.
• Experience supervising staff preferred; knowledge of AIA billing formats helpful.
• Strong understanding of contract fundamentals, risk mitigation, and subcontractor relationships.
• Highly organized, detail-oriented, able to manage multiple deadlines.

Responsibilities

• Review, negotiate, manage, and maintain a wide range of contracts and change orders.
• Ensure scopes and pricing align with project quotes and booking packages.
• Identify key provisions, summaries, and discuss with sales and project teams.
• Track deadlines, safety and onsite requirements, and lien waiver needs.
• Maintain contract templates, clauses, and playbooks for repeat agreements.
• Support risk management and legal teams by flagging issues early.
• Prepare contract summaries/reports; assist with close-out activities.
• Coordinate with project managers, sales, estimators, and finance to align terms with execution plans.
• Oversee billing approvals, progress billings (AIA, T&M), and job reviews.
• Manage project setup, forecasting, and impact of progress billing volume.

Skills

Contract management

Billing & invoicing

Staff supervision

Negotiation

Risk assessment

Organization

Communication

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Contract management software

Job description

Department : Contracting – Hoffman Mechanical Solutions (HMS)

Location: Columbia, SC

Reports to: Director: Contracting

Employment Type: Full-Time, Exempt

Position Overview

The Contract Administration Manager owns contract administration and project billing operations for HMS, combining contract review, negotiation, and risk management with oversight of project financial support, progress billing, and lien waiver compliance. This role leads and develops the Contract Administration Coordinator, sets the practices and processes that role follows, and absorbs overflow contract and billing work as project entry volume grows with the shift to progress billing. The Contract Administration Manager also works closely with install team leads to make sure additional project entry generated by field work is captured accurately and on time.

This position requires a strong understanding of contract law fundamentals, risk mitigation practices, cost projections, billing requirements, and both customer and subcontractor relationships. The ideal candidate is highly organized, detail-oriented, and confident leading people and process in a fast-paced construction environment.

Key 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.

Qualifications

Not specified in the two source role descriptions; drafted as a starting point for this combined, people-leader role. Adjust to fit HMS's standard requirements.

• Bachelor's degree in Business, Construction Management, Accounting, or a related field, or equivalent experience.
• 5+ years of experience in contract administration and/or construction project billing; mechanical, HVAC, or commercial construction experience strongly preferred.
• Prior experience supervising or training staff preferred.
• Working knowledge of AIA billing formats, lien waiver requirements, and change order processes.
• Strong understanding of contract fundamentals, risk mitigation practices, and subcontractor/vendor relationships.
• Highly organized and detail-oriented, with the ability to manage competing deadlines across multiple projects.
• Proficient in Microsoft Office; experience with contract or project management software a plus.