Contract Administrator

Sunstall Inc.; Pleasanton (CA); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Medical/Dental/Vision/Life insurance

401K retirement plan

Vacation days

Sick leave

Paid holidays

AFLAC available

Job summary

Pyro-CommSystems, Inc. is seeking a Construction Contract Administrator to coordinate installation of new projects by collaborating with Sales, Project Managers and Operations. This in‑branch, in‑Bay Area role will execute contracts between Pyro-CommSystems, Inc.

and customers, ensuring compliance and fostering relationships. The ideal candidate has 1–3 years in contract administration, strong Excel and Office 365 skills, and excellent communication abilities.

Qualifications

• Minimum 1–3 years in contract administration, preferably within the construction industry.
• Proficiency with Microsoft Excel and fluent in other office applications, i.e., Microsoft Office 365 Business with Microsoft Teams.
• Strong mathematical and reasoning abilities.
• Understanding of basic accounting principles and familiarity with financial terms and concepts related to contracts such as payment terms and billing procedures.
• Must be highly articulate, have a clear and logical approach to problem solving, and strong decision‑making abilities.
• Demonstrate exceptional customer service, strong organizational skills, and a positive attitude.
• Ability to multi-task and be detail oriented.
• Possess exceptional oral and written communication and interpersonal skills.
• Ability to read and analyze complex reports and interpret business correspondence.
• Demonstrate initiative, professionalism, integrity.
• Collaborate with cross-functional teams including sales, project managers, operations, and finance to achieve goals.
• Learn quickly and adapt to different computer systems.
• Resumes should specify relevant responsibilities and daily functions from prior employers.
• High School Diploma or equivalent, degree preferred.
• Pass a pre-employment background check.
• Include 3 professional references with full contact details.
• Must be authorized to work in the United States.

Responsibilities

• Assist in the review of contracts received from customers.
• Liaise with project managers, clients, subcontractors, and suppliers to ensure contract requirements are met.
• Book projects, deducts, project cancellations, change orders.
• Assist in the review of sales team estimators prior to project creation.
• Prepare monthly sales data for department meetings.
• Support monthly WIP meetings.
• Securely handle client data and payment information.
• Prepare, review, negotiate when needed, and process subcontract agreements and purchase orders.
• Order insurance for new/existing projects.
• File preliminary notices for projects.
• Coordinate and participate in subcontract negotiations.
• Help manage subcontract execution and communications in project systems.
• Assist estimators with other tasks.
• Understand contractual requirements of project documents for prime and subcontract administration.
• QC/review project documents for alignment with prime contract and city code requirements.
• Ensure all contracts comply with legal and regulatory requirements.
• Maintain a comprehensive contract database and lifecycle tracking.
• Communicate contract terms to stakeholders.
• Issue and track subcontracts and insurance certificates.
• Interact with outside customers with strong customer service and diplomacy.
• Perform other duties as assigned.

Skills

Excel proficiency

Office 365/Teams

Contract administration

Financial terms familiarity

Communication skills

Multi-tasking

Detail oriented

Problem solving

Cross-functional collaboration

Education

High School Diploma or equivalent

Degree preferred

Tools

Microsoft Office 365

Job description

ConstructionContractAdministrator

ImmediateEmployment

• • Payrangefrom$75,000.00to$85,000.00yearly
  • Full-TimeNon-ExemptPosition
  • Reportinglocation:Pleasanton
  • MustresideintheBayArea
  • Inbranchposition

TheContractAdministratorcoordinatestheinstallationofnewprojectsbycollaboratingwiththeSalesDepartment,ProjectManagersandtheOperationsTeam.ThecontractadministratorwillinitiatetheexecutionofcontractsbetweenPyro-CommSystemsIncandthecustomer.Actingasanintermediarybetweenthemanypartiesinvolvedinaconstructionagreement,ensuringcontractualcompliance,andfosteringrelationships.

Qualifications:

• • Theidealcandidatewillhaveaminimumof1-3yearsofexperienceincontractadministration,preferablywithintheconstructionindustry
  • ProficiencywithMicrosoftExcelandfluentinotherofficeapplications,i.e.,MicrosoftOffice365BusinesswithMicrosoftTeams
  • Strongmathematicalandreasoningabilities
  • Understandingofbasicaccountingprinciplesandfamiliaritywithfinancialtermsandconceptsrelatedtocontracts,suchaspaymenttermsandbillingprocedures
  • Mustbehighlyarticulate,haveclearandlogicalapproachtoproblemsolving,andstrongdecision-makingabilities
  • Demonstrateanexceptionallevelofcustomerservice,strongorganizationskills,andpositiveattitude
  • Abilitytomulti-taskandbedetail-oriented
  • Possessexceptionaloralandwrittencommunicationandinterpersonalskills
  • Abilitytoreadandanalyzecomplexreportsandinterpretbusinesscorrespondence
  • Demonstrateinitiative,professionalism,integrity
  • Theabilitytoworkcollaborativelywithcross-functionalteams,includingsalesteammembers,projectmanagers,operationteammembers,andfinancepersonnel,toachievecommongoalsandobjectives
  • AbilitytolearnquicklyandadapttodifferentComputersystems
  • Resumeshouldspecifyrelevantresponsibilities,dailyfunctionsatprioremployers
  • HighSchoolDiplomaorequivalent,degreepreferred
  • Passapre-employmentbackgroundcheck
  • Include3professionalreferenceswithname;title;organization;relationshiptoyou;contactnumber;emailaddress
  • MustbeauthorizedtoworkintheUnitedStates

Responsibilities:

• • Assistinthereviewofcontractsreceivedfromcustomers
  • Liaisewithprojectmanagers,clients,subcontractors,andsupplierstoensurecontractrequirementsaremet
  • Bookproject,deducts,projectcancellations,changeorders
  • Assistinthereviewofsalesteamestimatorspriortothecreationoftheproject
  • Preparemonthlysalesdatafordepartmentmeetings.
  • HelpsupportmonthlyWIPmeeting.
  • Securelyhandleclientdataandpaymentinformation.
  • Prepare,review,negotiatewhenneededandprocesssubcontractagreements,salesagreements,andpurchaseorders
  • Orderinsurancefornewandexistingprojects
  • Filepreliminarynoticesforprojects
  • Coordinateandparticipateinsubcontractnegotiations
  • Helpmanagesubcontractexecutionprocess,includinginternalcoordinationandgovernance,processinginprojectcontractmanagementsystem,andsubcontractorcommunications
  • Assistestimatorswithothervarioustasks
  • Understandthecontractualrequirementsofprojectdocumentsforbothprimecontractandsubcontractadministration
  • QC/reviewprojectdocumentsandproceduresforalignmentwithprimecontractandcitycoderequirements
  • Ensureallcontractscomplywithlegalandregulatoryrequirements
  • Maintainacomprehensivecontractdatabase,includingtrackingandmanagingcontractlifecycles
  • Communicatecontracttermsandconditionstorelevantstakeholders
  • Issueandtracksubcontracts
  • Insurancecertificatereview
  • Interactwithoutsidecustomersusingoutstandingcustomerserviceskillsanddiplomacy
  • Performotherdutiesasassigned

PhysicalandEnvironmentalDemands:

Sitting–Constantly(6-8hours/daily)

• • • Walking–Occasionally(0-3hours/daily)
    • Standing-Occasionally(0-3hours/daily)
    • StandingonLadder-Occasionally(0-3hours/daily)
    • Bending(NeckandWaist)–Occasionally(0-3hours/daily)
    • Twisting(NeckandWaist)–Occasionally(0-3hours/daily)
    • Lifting0-20Lbs.–Occasionally(0-3hours/daily)
    • Carrying0-20Lbs.–Occasionally(0-3hours/daily)

Benefitsinclude:

• • • Medical,Dental,VisionandLife,insuranceplans–employeecontributionsrequired
    • BasicLife/AD&DInsuranceandLong-TermDisabilityInsurance–coveredbytheemployer
    • DiscountedAFLACisavailableattheemployee'sexpense
    • 401KRetirementplan
    • Vacationdays,dependentontheposition
    • CAPaidSickLeaveearnedattherateperCAstatelawrequirements
    • PaidHolidays:NewYear’sDay,MemorialDay,IndependenceDay,LaborDay,Thanksgiving,andthedayafter,ChristmasDay

Pyro-CommSystems,Inc.isanequalopportunityemployer.Allqualifiedcandidateswillbeconsideredregardlessofrace,color,religion,nationalorigin,sex,geneticinformation,age,disability,orveteranstatus.