Contract Administration & Project Billing 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

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.