Contract Administrator

Ruppert Landscape Construction; Saint Augustine (FL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive compensation package

Paid time off and holidays

Health, dental, and vision insurance

FSAs for healthcare and dependent care

401(k) with company match

Employee Assistance Program (EAP)

People-first culture

Job summary

Ruppert Landscape is seeking a Contract Administrator to support the financial and administrative success of landscape installation projects. You will set up projects in the cost system, review contracts, and coordinate billing and reporting with project teams.

You will partner with operations to ensure accurate project financials, monitor work-in-progress, assist with month-end close, and maintain meticulous contract documentation across multiple sites.

Qualifications

• 2+ years of contract administration, billing, accounting, project coordination, or administrative support experience preferred.
• Experience supporting construction, landscape, or project-based operations preferred.
• Strong understanding of billing, collections, financial reporting, and contract administration processes.

Responsibilities

• Review and finalize bid packages and contract documentation.
• Set up and maintain projects within the cost system for accurate tracking and reporting.
• Collaborate with project managers, operations, vendors, and customers to support project execution and financial performance.
• Coordinate operational communication and maintain work-in-progress schedules and reporting.
• Manage customer billing and collections, including invoicing and tracking.
• Monitor and collect retention payments per contract terms and timelines.
• Prepare monthly financial reporting and assist with month-end close.
• Compile financial and operational data for monthly branch reporting.
• Ensure accuracy and completeness of project financial records and reporting.

Skills

Contract administration

Billing

Accounting

Project coordination

Excel

Communication

Time management

Multitasking

Education

Associate or Bachelor’s degree in business, accounting, finance, construction management (preferred)

Tools

Microsoft Office Suite

Job description

CONTRACT ADMINISTRATOR

Who We Are

Ruppert Landscape is a leading provider of commercial landscape maintenance and installation services with more than 3,500 employees serving customers from 55+ branches across the Northeast, Mid-Atlantic, and southeastern US. We take pride in delivering reliable, high-quality services on a wide range of commercial properties and construction projects. For over 50 years, our mission has been to provide opportunities for our people, take care of our customers, and be good stewards of the environment and our community.

Where You Fit In

As a Contract Administrator, you will play a key role in supporting the financial and administrative success of landscape installation projects. This position partners closely with operations and project teams to manage contracts, set up and track projects within company systems, oversee billing and collections, monitor work-in-progress, and assist with monthly financial closeouts. By ensuring accurate reporting and efficient project administration, this role helps keep projects on track and aligned with financial goals.

Responsibilities:

• Review and finalize bid packages and contract documentation
• Set up and maintain projects within the cost system to support accurate project tracking, billing, and financial reporting
• Collaborate with project managers, operations teams, vendors, and customers to support successful project execution and financial performance
• Coordinate operational communication and maintain accurate work-in-progress schedules and reporting
• Manage customer billing and collections processes, including preparing, posting, distributing, and tracking invoices for projects managed by internal teams and Project Managers
• Monitor and collect retention payments in accordance with contract terms and project timelines
• Coordinate weekly and monthly financial reporting and assist with month-end close activities to support accurate project and company financial performance.
• Compile and maintain financial and operational data for monthly branch reporting
• Ensure accuracy and completeness of project financial records, contract documentation, and reporting activities

Qualifications:

• Associate’s or bachelor’s degree in business, accounting, finance, construction management, or a related field preferred
• 2+ years of experience in contract administration, billing, accounting, project coordination, or administrative support preferred
• Experience supporting construction, landscape, or project-based operations preferred
• Strong understanding of billing, collections, financial reporting, and contract administration processes
• Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint
• Strong analytical and problem-solving skills with the ability to interpret financial and operational data and follow through on outstanding items
• Excellent organizational, communication, and time management skills with the ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong attention to detail and accuracy in financial and administrative tasks
• Ability to work collaboratively across departments and communicate effectively with internal teams, vendors, and customers

What We Offer

• Competitive compensation package based on experience and qualifications
• Hands-on learning from day one with ongoing opportunities to learn, grow, and build your career
• Paid time off and holidays to help you maintain a healthy work-life balance
• Medical, dental, and vision insurance plans, plus flexible spending accounts (FSAs) to help cover healthcare and dependent care expenses
• 401(k) retirement savings plan with company match
• Employee Assistance Program (EAP) with confidential support for personal, financial, and wellness needs
• A people-first, family-oriented culture where teamwork, respect, and growth matter and where your hard work is recognized and appreciated

Why Ruppert

Our success starts with our people. We are committed to creating opportunities for our team members to grow, lead, and build meaningful careers. Through hands-on training, strong mentorship, and a collaborative team environment, we invest in developing talented individuals who take pride in their work and in supporting one another. Guided by our core values, we are dedicated to doing the right thing for our employees, our customers, and our communities. From maintaining safe work sites to promoting environmental stewardship, we strive to make a positive, lasting impact everywhere we work.

Ruppert Landscape is an Equal Opportunity andE-VerifyEmployer.

This job description is subject to change at any time.