Contract Administrator

Cesar Chavez Foundation; Los Angeles (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

The Cesar Chavez Foundation seeks a Construction Contracts Administrator to manage contracts, POs, bonds, and reporting across all project phases. This role liaises with project teams, accounting, lenders, and regulatory bodies to ensure thorough documentation and timely processing.

The ideal candidate will have 3+ years in construction administration, strong contract literacy, and proficiency in MS Office and construction software. Office-based with occasional site travel in California.

Qualifications

• Associate's or Bachelor's degree in Construction Management, Business Administration, Accounting, Project Management, or related field preferred.
• Minimum three (3) years of experience in construction administration, contract administration, project coordination, or construction accounting.
• Experience with contracts, purchase orders, change orders, lender draw processes; familiarity with lien releases and notices.

Responsibilities

• Prepare and administer prime contracts, subcontracts, purchase orders and related exhibits.
• Assemble and maintain contract packages including budgets, scopes of work and schedules.
• Coordinate payment and performance bonds, lender draw packages, and change orders.
• Maintain contract logs and tracking systems; ensure compliance and documentation.
• Coordinate licensing, insurance, and vendor documentation; ensure current compliance.

Skills

Organization

Attention to detail

Communication

Microsoft Office

Contracts knowledge

Education

Associate or Bachelor's in CM/BA/Accounting/PM

Tools

Excel

Word

Outlook

Document management

Construction accounting software

Job description

Position Summary

The Construction Contracts Administrator is responsible for the preparation, administration, tracking, and closeout of construction contracts and project-related documentation. This position supports all phases of construction projects by coordinating contracts, purchase orders, payment and performance bonds, lender draw packages, change orders, compliance documentation, financial tracking, business licensing requirements, and project closeout activities.

The Construction Contracts Administrator serves as a key liaison between project management, construction management, accounting, contractors, vendors, lenders, insurers, and regulatory agencies to ensure accurate documentation, contract compliance, and timely processing of project-related transactions.

Essential Duties and Responsibilities

Contract Administration

• Prepare and administer prime contracts, subcontract agreements, purchase orders, and related exhibits.
• Assemble and maintain contract packages, including budgets, scopes of work, project schedules, insurance requirements, and supporting documentation.
• Review contract documentation for completeness and compliance with company policies and project requirements.
• Maintain contract logs and tracking systems throughout the life of each project.
• Coordinate execution and distribution of fully executed contracts and amendments to appropriate stakeholders.
• Verify contractor licensing, insurance coverage, and required compliance documentation prior to contract execution.

Purchase Orders and Vendor Administration

• Prepare and issue purchase orders for contractors and vendors.
• Maintain purchase order records and tracking logs.
• Coordinate collection of W-9 forms, certificates of insurance, and other required vendor documentation.
• Ensure all vendor documentation remains current and compliant with contractual requirements.

Bonding and Insurance Coordination

Bonding and Insurance Coordination

• Coordinate payment and performance bond applications with insurance brokers and surety providers.
• Assemble required lender and underwriting documentation.
• Maintain records of bonding requirements and bond issuance status.
• Assist with annual insurance renewals and related documentation requests.
• Prepare and maintain quarterly work-on-hand and other bonding reports as required.

Change Order Administration

• Process owner and subcontractor change orders.
• Track change order requests, approvals, execution status, and distribution.
• Maintain owner and subcontractor change order logs.
• Coordinate change order documentation with construction management, accounting, and project teams.
• Ensure approved changes are reflected in financial tracking reports and project documentation.

Lender Draw Administration

• Assemble monthly lender draw packages and supporting documentation.
• Review and organize contractor payment applications, invoices, schedules of values, and waiver documentation.
• Prepare conditional and unconditional lien waivers as required.
• Coordinate signatures and submission of draw packages.
• Maintain historical draw records and supporting documentation.
• Ensure draw packages comply with lender and investor requirements.

Financial Tracking and Reporting

• Maintain project cash flow tracking worksheets.
• Update financial reporting tools and cost tracking spreadsheets.
• Track contract values, approved change orders, committed costs, and expenditures.
• Assist with project financial reporting and documentation requests.
• Provide updated financial reports to construction leadership as needed.

Preliminary Notices and Lien Management

• Track and maintain preliminary notices and lien-related documentation.
• Monitor notice deadlines and filing requirements.
• Coordinate collection and distribution of waiver and release documentation.
• Assist in resolving documentation issues related to liens and bond claims.

Project Closeout Administration

• Coordinate substantial completion documentation.
• Prepare and process Notices of Completion in accordance with applicable regulations.
• Coordinate execution, recording, and distribution of completion documents.
• Distribute recorded completion notices to required parties.
• Assemble retention draw and final payment packages.
• Maintain complete project closeout files including warranties, final waivers, and closeout documentation.

Business Licensing and Regulatory Compliance

• Obtain and renew business licenses in jurisdictions where construction activity occurs.
• Maintain business license tracking records and renewal schedules.
• Coordinate required business tax filings and supporting documentation with accounting and regulatory agencies.
• Ensure compliance with local, state, and project-specific requirements.

Corporate Credit Card Administration

• Collect and review monthly corporate credit card reports and supporting receipts.
• Maintain expense tracking logs and approval records.
• Coordinate approvals from project managers and construction leadership.
• Submit approved expense documentation to accounting in accordance with company procedures.
• Monitor outstanding reports and ensure timely submission.

Administrative Support

• Maintain construction department records and filing systems.
• Coordinate documentation requests from lenders, investors, auditors, and internal departments.
• Assist with project resumes, qualifications packages, and corporate project history updates.
• Manage departmental purchasing and administrative documentation.
• Support special projects and process improvement initiatives.
• Perform other duties as assigned.

Qualifications

Education & Experience

• Associate's or Bachelor's degree in Construction Management, Business Administration, Accounting, Project Management, or a related field preferred.
• Minimum three (3) years of experience in construction administration, contract administration, project coordination, or construction accounting.
• Experience working with construction contracts, purchase orders, change orders, and lender draw processes preferred.
• Experience supporting commercial, multifamily, affordable housing, renovation, or public works projects preferred.

Knowledge, Skills, and Abilities

• Strong understanding of construction contracts and project documentation.
• Knowledge of lien releases, preliminary notices, change orders, and payment application processes.
• Familiarity with AIA contract documents and construction administration practices.
• Understanding of lender draw requirements and project financial reporting.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficient with Microsoft Office Suite, including Excel, Word, Outlook, and document management systems.
• Experience with construction management and accounting software preferred.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise professional judgment.

Supervisory Responsibilities

None.

Working Conditions

• Primarily office-based environment.
• Occasional travel to project sites, government offices, lenders, or business meetings.
• Ability to sit for extended periods and work extensively with electronic and paper documentation.