Contract Administrator

Innovative Refrigeration Systems, Inc.; Lyndhurst (VA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

401(k) match

Medical insurance

Dental and vision insurance

Paid vacation & holidays

Sick leave

Life insurance

Weekly pay

Employee referral program

Job summary

Innovative Refrigeration Systems, Inc. is seeking a Contract Administrator to review and manage customer, subcontractor, and vendor contracts across multiple states and Canada.

You will drive approvals, maintain files, and ensure compliance with regulatory requirements before work begins. You will collaborate with Accounting and Project Management, manage licenses, registrations, and document control, and support audits and contract amendments.

Qualifications

• Degree in Business Administration, Accounting, Finance, Legal Studies, or related field, or equivalent professional experience.
• 1–3 years of experience in contract administration, accounting, project administration, compliance, or similar administrative role.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Proficiency with Microsoft Office, particularly Word and Excel.
• Ability to maintain confidential and sensitive information with professionalism and discretion.

Responsibilities

• Perform first-level administrative review of customer, owner, subcontractor, general contractor, and vendor contracts for completeness and accuracy.
• Coordinate contract review and approval workflows between Accounting and Project Management.
• Track contracts from receipt through execution, ensuring required approvals are obtained in a timely manner.
• Maintain organized electronic and physical contract files throughout the project lifecycle.
• Prepare contract execution packages and distribute fully executed agreements to internal stakeholders.
• Manage contractor licenses, business registrations, and qualification renewals across multiple states.
• Coordinate licensing applications, renewals, and compliance filings with state agencies and regulatory organizations.
• Maintain records supporting contractor compliance, business registrations, insurance certificates, and other required documentation.
• Assist with contract amendments, change orders, lien waivers, and other commercial documentation as required.
• Track contract deliverables, expiration dates, renewal requirements, and compliance deadlines.
• Respond to internal requests regarding contract requirements, licensing status, and project documentation.
• Support internal and external audits by providing contract and compliance documentation.
• Identify missing documentation, administrative discrepancies, and compliance concerns and elevate issues to the appropriate stakeholders.
• Maintain contract templates, standard forms, and document retention practices.
• Continuously improve contract administration processes and document organization.

Skills

Organizational skills

Attention to detail

Written communication

Verbal communication

Multitasking

Microsoft Word

Microsoft Excel

Education

Degree in Business Administration, Accounting, Finance, Legal Studies, or related field

Tools

Microsoft Office

Microsoft Word

Microsoft Excel

Job description

Innovative Refrigeration Systems, Inc. is the leading provider of industrial refrigeration and process cooling solutions, delivering custom engineered systems utilizing natural refrigerants such as ammonia and CO₂. Through a fully integrated approach encompassing engineering, manufacturing, construction, commissioning, nationwide service, and advanced aftermarket solutions, Innovative supports customers across the food and beverage, cold storage, pharmaceutical, industrial manufacturing, and mission‑critical infrastructure markets throughout North America and around the world.

Unlike traditional engineering firms, contractors, or equipment suppliers, Innovative performs engineering, manufacturing, construction, commissioning, service, and ongoing customer support entirely in-house. This integrated model provides employees the opportunity to support projects throughout the complete lifecycle, from concept and design through manufacturing, installation, startup, operation, optimization, modernization, and long‑term system support.

Job Role

The Contract Administrator is responsible for administering customer, subcontractor, and general contractor agreements that support Innovative's engineering, manufacturing, construction, and service operations. This role serves as the first point of review for incoming contracts, ensuring documents are complete, organized, and routed through the appropriate internal approval process.

In addition to contract administration, this position manages contractor licensing, business registrations, and compliance documentation required to support operations across all 50 states and Canada. The Contract Administrator works closely with Accounting and Project Management, to ensure contractual documentation and regulatory requirements are satisfied before work begins.

This position is designed for an organized, detail‑oriented professional who is looking to build a long‑term career in contract administration, and/or accounting within a growing design‑build organization.

Key Duties

• Perform the first‑level administrative review of customer, owner, subcontractor, general contractor, and vendor contracts for completeness and accuracy.
• Coordinate contract review and approval workflows between Accounting and Project Management.
• Track contracts from receipt through execution, ensuring required approvals are obtained in a timely manner.
• Maintain organized electronic and physical contract files throughout the project lifecycle.
• Prepare contract execution packages and distribute fully executed agreements to internal stakeholders.
• Manage contractor licenses, business registrations, and qualification renewals across multiple states.
• Coordinate licensing applications, renewals, and compliance filings with state agencies and regulatory organizations.
• Maintain records supporting contractor compliance, business registrations, insurance certificates, and other required documentation.
• Assist with contract amendments, change orders, lien waivers, and other commercial documentation as required.
• Track contract deliverables, expiration dates, renewal requirements, and compliance deadlines.
• Respond to internal requests regarding contract requirements, licensing status, and project documentation.
• Support internal and external audits by providing contract and compliance documentation.
• Identify missing documentation, administrative discrepancies, and compliance concerns and elevate issues to the appropriate stakeholders.
• Maintain contract templates, standard forms, and document retention practices.
• Continuously improve contract administration processes and document organization.

Requirements

• Degree in Business Administration, Accounting, Finance, Legal Studies, or a related field, or equivalent professional experience.
• One to three years of experience in contract administration, accounting, project administration, compliance, legal administration, or a similar administrative role.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Proficiency with Microsoft Office, particularly Word and Excel.
• Ability to maintain confidential and sensitive information with professionalism and discretion.
• Must be able to remain in a stationary position (seated or standing) for extended periods.
• Occasionally may need to lift or carry items up to 25 pounds (e.g., office supplies, small equipment).

Preferences

• Experience supporting construction, engineering, manufacturing, or industrial organizations.
• Familiarity with customer & vendor contracts, subcontract agreements, purchase orders, or commercial documentation.
• Experience managing contractor licensing, registrations, and multi‑state compliance requirements.
• Experience working within an ERP system or document management platform.
• Knowledge of industrial construction documentation, including certificates of insurance, lien waivers, and project close‑out documentation.

Benefits

In addition to a competitive base salary, we provide a comprehensive and employee‑focused benefits package designed to support your financial security, health, and work‑life balance:

• Generous retirement plan with a dollar‑for‑dollar 401(k) match up to 15%
• 401(k) student loan repayment match up to 15%
• Medical insurance with 75% of employee and family premiums covered by the company
• Dental and vision insurance options
• Optional supplemental insurance coverage
• Short‑term and long‑term disability insurance
• Accidental death and dismemberment (AD&D) coverage
• Company‑paid life insurance
• Weekly pay
• Competitive paid vacation and holiday time
• Paid sick leave, bereavement leave, and jury duty leave
• Employee referral bonus program
• Opportunities for career advancement, professional development, training, and apprenticeship programs
• Access to employee discounts on cell phone plans, vehicle rentals, and other eligible services