Contract Administrator

Southland Search Group; Pomona (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Southland Search Group in California seeks a Contracts Administrator to support the Contracts Manager with subcontract and purchase-order administration, insurance tracking, and post-award contract management on active projects.

You will handle certificates, maintain project contractor lists, process purchase and change orders, and organize digital and physical files, contributing to compliance and efficient project delivery.

Qualifications

• 2 years of contract administration experience in heavy civil/public infrastructure is preferred.
• Familiarity with MS Excel, Word and Outlook for document control and reporting.
• Understanding of contract administration basics including subcontracts and POs.

Responsibilities

• Obtain and monitor subcontractor and vendor insurance documentation and keep records current.
• Compile and maintain subcontractor and supplier lists for active projects.
• Prepare and edit purchase orders and change orders with accuracy before execution.
• Maintain status logs for subcontracts, POs, change orders and pending paperwork.
• Organize digital and physical contract files and manage a centralized contract log.
• Support post-award activities including closeout and follow-up.
• Assist outreach for small business participation and good faith documentation.
• Provide general office support and handle document scanning and correspondence.

Skills

Excel

Word

Outlook

Education

High School diploma or equivalent

Job description

Work Authorization: Must be authorized to work in the U.S. - no current or future sponsorship

About the Company:

A well-established heavy civil contractor known for delivering complex transportation, water, wastewater, and structural concrete projects across Southern California. The company is recognized for its hands-on leadership, strong self-perform capabilities, and consistent delivery of large public works infrastructure, including highway, bridge, and municipal utility improvements.

Position Summary:

The Contracts Administrator provides day to day support to the Contracts Manager, assisting with subcontract and purchase order administration, insurance certificate tracking, and post-award contract management across active projects. This role offers strong exposure to contract documentation and compliance processes within a well-established heavy civil organization.

Duties and Responsibilities:

• Obtain and monitor subcontractor and vendor insurance documentation, following up as needed to keep records current
• Compile and maintain up-to-date subcontractor and supplier lists for each active project
• Prepare and edit purchase orders and change orders, ensuring accuracy before execution
• Keep a running status log of subcontracts, POs, change orders, and any pending paperwork
• Organize and maintain both digital and physical contract files
• Manage a centralized log tracking all active and historical contracts
• Handle administrative tasks tied to contract closeout and post-award follow-up
• Support outreach efforts related to small business participation and good faith documentation
• Provide general office support, including document handling, scanning, and correspondence
• Take on additional administrative tasks or special assignments as needed

Qualifications:

• At least 2 years of contract administration experience, ideally within heavy civil, horizontal, or public infrastructure construction (public works, design-build, design-bid-build)
• Working knowledge of Federal Acquisition Regulation (FAR) a plus
• Comfortable handling insurance certificates, labor compliance documentation, PLAs, and related subcontract paperwork
• High School diploma or equivalent
• Solid working knowledge of MS Excel, Word, and Outlook