Contract Administrator

Paycom - ATS; Florida; On-site; USD 60,000 - 90,000; Full time

Job summary

Paycom - ATS is seeking a Contract Administrator to support project teams by consolidating verbal and written communications, preparing contracts and orders, and maintaining organized documentation. The role coordinates with designers, owners, suppliers, subcontractors, and the main office to ensure timely routing and approvals.

Ideal candidates have 5+ years in construction support or office management, strong organizational and communication skills, and proficiency with Microsoft Office and

Qualifications

• 5+ years of experience in construction support, office management, or a related field.
• Strong organizational skills with attention to detail and accuracy.
• Excellent communication and coordination abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and project management tools.
• Ability to multitask, prioritize work, and meet deadlines in a fast-paced environment.
• Familiarity with construction terminology, contracts, and compliance requirements is preferred.

Responsibilities

• Serve as the glue for verbal and written communications among designers, owners, suppliers, subcontractors, and the main office.
• Prepare contracts, purchase orders, and agreements; route for approvals to obtain signatures.
• Maintain readable scanned files and logs for contracts, POs, and change orders.
• Monitor status of contracts, purchase orders, change orders, and releases to subcontractors and suppliers.
• Distribute and file all correspondence; assist in meeting minutes and logistics.
• Assist the Project Manager, Project Engineer, Superintendents, and Project Executive.
• Coordinate with vendors and internal staff; schedule meetings and distribute minutes.

Skills

Construction support experience

Office management

Organizational skills

Communication skills

Microsoft Office Suite

Project coordination

Attention to detail

Deadline-driven

Job description

CONTRACT ADMINISTRATORMission: The Contract Administrator’s primary responsibility is to serve as the “glue”which holds together the verbal and written communications at the project, involving contracts, letters, reports, invoices, requisitions, and phone calls between all the other members of the project team including designers, owners, suppliers, subcontractors, and the main office.The duties of the Contract Administrator include:Office ManagementAssuring that the jobsite office transactions and correspondence are handled in a professional manner, assures that all files are maintained properly and neatlyProduces, maintains, and distributes logs/reports for executive review weekly at minimum or as requestedPrepares letters, minutes, and reports for the other team membersPreparing contracts, purchase orders, and agreementsMaintaining readable scanned files/exhibits to be used for such contracts, purchase orders, and agreementsAssuring the appropriate parties sign contracts/purchase orders/agreements in a timely mannerPreparing contract routing forms (with supporting backup) and routing to obtain approvalsGeneral word processing of correspondence, subcontracts, change orders, releases, etc.Monitors and logs current status of all contracts, purchase orders, change orders, and releases to subcontractors and suppliersDistributes and files all correspondence including electronic correspondenceOrders office supplies and materialsSchedules conference room usage, assists guests with refreshments, and prepares room for the next meetings.Assists the Project Manager, Project Engineer, Superintendents, and Project ExecutiveInteracts with vendors, contractors, consultants, and internal company staffSchedules meetings and confirms attendance of participantsDials team members into phone meetings as neededDistributes meeting minutes and assures that parties receive them timelyAssures that subcontracts are signed by the appropriate parties in a timely manner (Follows up), and prior to mobilization on siteAssures that subcontractor payment and performance bonds are received in a timely mannerAssures that subcontractors trade payment breakdowns are received with signed contract, or prior to mobilization on sitePreparing change orders once routing forms are approved and committed in SageReceiving & routing applications & invoices for PM review; followed by PXNotifying firms of any changes (such as rejections) to their applications & invoicesMaintaining up to date “Notice to Owner” logTracking and collecting all releases/waivers from “all”; such as subcontractors, sub-tiers, suppliers, vendors, etc.Assisting Project Team with closeout. For example:Generating closeout letters.Obtaining warranties and other related documents.Disbursing final payments & retainage.Working directly with insurance agent regarding insurance programs (such as OCIP). For example:Assuring credit forms are completed.Monitoring agent’s log while enforcing such credits are submitted.Assisting Accounting Team with initial and/or final insurance change orders.Performing other duties as required. This job description in no way states or implies that these are the only duties to be performed by the CA role. CA will be required to perform any other job-related duties assigned by the PX and/or PMPerforming other general tasks (not listed above) such as entering drawing logs and creating meeting minutes.Qualifications & Skills:5+ years of experience in construction support, office management, or a related field.Strong organizational skills with attention to detail and accuracy.Excellent communication and coordination abilities.Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and project management tools.Ability to multitask, prioritize work, and meet deadlines in a fast-paced environment.Familiarity with construction terminology, contracts, and compliance requirements is preferred.