Contract Administrator

Cesar-Chavez-Foundation; Los Angeles (CA); On-site; USD 85,000 - 110,000; Full time

Job summary

The Cesar-Chavez Foundation in Los Angeles, CA is seeking a Construction Contracts Administrator to oversee the preparation, administration, tracking, and closeout of contracts and related documents across construction projects. You will liaise with project teams, vendors, lenders, and regulators to ensure compliance, timely processing, and accurate financial reporting.

Candidates should have 3+ years in construction administration and a degree in a related field; proficiency with MS Office and

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 construction contracts, purchase orders, change orders, and lender draw processes preferred.
• Experience supporting commercial, multifamily, affordable housing, renovation, or public works projects preferred.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Organizational skills

Attention to detail

Excellent written and verbal comms

Multi-project management

MS Office proficiency

Construction management software

Education

Associate's or Bachelor's degree in Construction Management, Business Administration, Accounting, Project Management, or related field

Tools

Construction management software

Accounting software

MS Office (Excel, Word, Outlook)

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.