Contract Administrator

S&S Paving & Construction, LLC; Phoenix (AZ); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

401(k) plan

401(k) matching

Health insurance

HSA

Vision insurance

Life insurance

Job summary

S&S Paving & Construction, LLC in Phoenix, AZ is seeking a Contract Administrator to oversee contract management, compliance, and project documentation from award to closeout. You will work with Estimating, Operations, and external counsel to mitigate risk and ensure regulatory adherence.

The role emphasizes detail-orientation and proactive deadline management, with responsibilities spanning filings, bonds, COIs, permits, and audit support across multi-project environments.

Qualifications

• 2+ years experience in contract administration, construction administration, or compliance-related role.
• Strong knowledge of construction contracts, insurance, bonding, and risk management.
• Experience coordinating with legal counsel, insurance brokers, and external agencies.
• Familiarity with tax-exempt certificate processes for public projects.
• High attention to detail and strong organizational skills.
• Excellent written and verbal communication, able to manage multiple contracts and deadlines.

Responsibilities

• Review, process, and ensure all project contracts are complete, accurate, and compliant with company standards.
• Coordinate legal review for contracts over $2M and assess risk for additional legal involvement.
• Track amendments, change orders, and modifications through project lifecycle.
• Maintain complete contract folders and filing systems, audit-ready and version-controlled.
• Manage COIs, bonds, and insurance logs; ensure regulatory compliance.
• Coordinate and process tax-exempt certificates and permits across jurisdictions.
• Support audits and contract-related financial documentation.

Skills

Contract administration

Compliance management

Attention to detail

Documentation management

Communication skills

Tools

Microsoft Office

Document management systems

Job description

Reports To:Chief Legal and Compliance Office (CLCO)

Location:Phoenix, Arizona

Amount of Travel Required:N/A

Schedule:Monday through Friday. From 6:00am to 3:00pm, hours & days can vary based upon workload and project demands.

• 401(k) Retirement plan, 401(k) matching
• Health Insurance
• Health Savings Account (HSA)
• Vision Insurance
• Free Life Insurance/AD&D – Employer paid
• Voluntary Insurance: Accidental, Critical and additional Life Insurance/AD&D
• Paid Time Off (PTO)
• Paid Sick Leave (PSL)

Company Overview

S&S Paving & Construction, based in Phoenix, AZ is a leading self-performing civil contractor serving Arizona since 1984. S&S specializes in Asphalt, Paving, Grading, Concrete, and Earthwork for commercial, municipal, and federal projects.

Position Summary

The Contract Administrator serves as S&S primary point of contact for all contract management, compliance, and administrative functions from project award through closeout. This role ensures contracts, bonds, insurance, permits, and all regulatory documentation are properly reviewed, executed, and maintained. Working closely with Estimating and Operations, this position supports project startup and delivery while protecting S&S interests through risk mitigation, compliance management, and organized documentation systems. The ideal candidate is detail-oriented and organized, proactively managing deadlines and renewal requirements to prevent lapses. They are communicative and collaborative, working effectively across Estimating, Operations, legal counsel, and external agencies. This role requires a compliance-focused, process-driven professional who is a strong problem-solver and responsive to the needs of internal teams and external stakeholders.

KEY RESPONSIBILITIES

• Review, process, and ensure all project contracts are complete, accurate, and compliant with company standards; coordinate legal review for contracts over $2M and assess risk for additional legal involvement
• Ensure contracts are properly executed and signed by authorized parties; communicate contract terms, changes, and requirements with Estimating and Project Management teams
• Track contract amendments, change orders, and modifications throughout the project lifecycle; expedite contract processing for repeat customers with standard contract language
• Establish and maintain complete contract folders and standardized filing systems on the company drive; ensure all documentation is properly stored, indexed, version-controlled, and audit-ready; archive files upon closeout
• Request and manage performance/payment bonds; coordinate bond increases for contract changes; maintain bond and insurance logs to track status, expirations, and renewals
• Request, track, and maintain Certificates of Insurance (COIs), renewals, and compliance requirements; ensure all bond and insurance documentation meets owner and contractual obligations; submit to owners, GCs, and stakeholders as required
• Request, apply for, track, and manage tax-exempt certificates for eligible projects; monitor expiration dates and coordinate renewals in advance; update Tax Exempt Certificate log and maintain organized records by project
• Coordinate with Cost Accounting Manager on outstanding certificate requests; distribute tax-exempt certificates to vendors and suppliers to prevent unnecessary sales tax charges
• Coordinate and process all project closeout documentation including lien waivers, warranties, as-built drawings, and certifications; follow Project Lifecycle Management procedures
• Ensure all contractual closeout requirements are met prior to final payment; coordinate with Project Managers and Project Administrators and submit closeout packages to owners/GCs
• Manage permits, licenses, and registrations across jurisdictions; ensure all required permits are obtained prior to project mobilization; track expiration dates and maintain permit logs
• Support Project Managers and Superintendents with permit-related questions and coordination; coordinate business licenses and registrations in multiple jurisdictions as needed
• Provide support for outside audits, legal claims, and contract-related financial documentation; support Estimating and Operations teams with contract and compliance needs
• Support company initiatives including newsletter coordination and company apparel ordering as directed by Executive Leadership; assist with additional administrative duties as assigned

Qualifications

• Experience: 2+ years in contract administration, construction administration, or compliance-related role
• Strong knowledge of construction contracts, insurance, bonding, and risk management
• Experience coordinating with legal counsel, insurance brokers, and external agencies
• Familiarity with tax-exempt certificate processes for public projects
• High attention to detail with strong organizational and documentation management skills
• Excellent written and verbal communication skills; ability to manage multiple contracts, deadlines, and compliance requirements simultaneously
• Proficiency with Microsoft Office and document management systems

Requirements

• Valid driver's license
• Pass background check and drug screening
• Strong attention to detail and ability to manage high-volume documentation
• Ability to work under pressure and meet deadlines

Physical Demands

• Primarily office-based with occasional job site visits
• Frequent sitting, computer use, and document handling
• Occasional lifting up to 25 lbs
• Office environment with occasional exposure to field conditions
• Equal Opportunity and E-Verify participating employer
• Reasonable accommodation available as needed

Equal Opportunity Employer, including disabled and veterans.