Contract Administrator

Sunstall Inc.; San Diego (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Sunstall Inc. is seeking a detail-oriented Contract Administrator to support our project and accounting teams in managing contracts, T&M documentation, and change orders.

You will ensure accurate, timely documentation, track T&M tickets, process change orders, and coordinate with PMs, customers, and accounting to maintain contractual compliance and financial accuracy. This role requires strong organizational skills, excellent communication, and the ability to manage multiple priorities in a

Qualifications

• 3+ years of experience in contract administration, preferably in construction or subcontracting.
• Familiarity with commercial coatings or specialty trades is a plus.
• Familiarity with Sage 300 CRE is a plus.
• Strong organizational and documentation skills.
• Proficient in Microsoft Office Suite and project management software.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• T&M Ticket Management: collect, review, and organize daily T&M tickets from field teams.
• Change Order Administration: draft, submit, and track change order requests; coordinate approvals.
• Contract Documentation: maintain organized records of contracts, subcontracts, amendments, and correspondence; ensure compliance.
• Cross-Functional Communication: liaise with PMs, accounting, and customers to align scope changes and deliverables.
• Reporting & Compliance: generate regular reports on contract status, change orders, and T&M summaries; support internal audits.

Skills

Contract administration

Documentation

Communication

Microsoft Office

Sage 300 CRE

PM software

Multitasking

Tools

Sage300CRE

Microsoft Office

PM software

Job description

CompanyOverview:

Wearealeadingcommercialcoatingssubcontractorwithastrongreputationfordeliveringhigh-qualityfinishesacrossadiverseportfolioofprojects.Withagrowingcustomerbase,weareseekingadetail-orientedandproactiveContractAdministratortosupportourprojectandaccountingteamsinmanagingcontracts,T&Mdocumentation,andchangeorders.

PositionSummary:

TheContractAdministratorplaysacriticalroleinensuringtheaccurateandtimelydocumentation,tracking,andclosureofallcontract-relatedactivities.ThisincludesmanagingTime&Material(T&M)tickets,processingchangeorders,andmaintainingclearcommunicationwithProjectManagers(PMs),accounting,andcustomerstoensurecontractualcomplianceandfinancialaccuracy.

KeyResponsibilities:

• T&MTicketManagement:
• Collect,review,andorganizedailyT&Mticketsfromfieldteams.
• Ensureproperdocumentation,coding,andcustomersign-offs.
• TrackandreconcileT&Mworkagainstprojectbudgetsandscopes.
• ChangeOrderAdministration:
• Draft,submit,andtrackchangeorderrequests.
• CoordinatewithPMsandcustomersforapprovalsanddocumentation.
• Enterchangeordersandbudgetmodificationsintosoftware.
• Maintainachangeorderlogandensuretimelybilling.
• ContractDocumentation:
• Maintainorganizedrecordsofcontracts,subcontracts,amendments,andcorrespondence.
• CompleteNewJobStartFormforeachnewawardedcontract.
• Ensurecompliancewithcontracttermsandconditions.
• Trackcontractexpirationandrenewaldatesandproactivelynotifyrelevantstakeholdersofupcomingdeadlines.
• Coordinatewithlegalandcomplianceteamstoreviewcontractlanguageandensurealignmentwithcompanypoliciesandriskmanagementpractices.
• Cross-FunctionalCommunication:
• LiaisewithPMstoensurealignmentonscopechangesandcontractdeliverables.
• Workcloselywithaccountingtosupportbilling,costtracking,andrevenuerecognition.
• Serveasapointofcontactforcustomersregardingcontract-relatedinquiries.
• Reporting&Compliance:
  • Generateregularreportsoncontractstatus,outstandingchangeorders,andT&Msummaries.
  • Supportinternalauditsandensureadherencetocompanypoliciesandprocedures.

ProposalIssuance:

• Serveasthegatekeeperforthecontractreviewprocess.
• Coordinateinternalstakeholderreviewstoensureallcontractsarereviewedandapproved.
• Ensurecompliancewithcontracttermsandconditions.
• Maintainorganizedrecordsofcontracts,subcontracts,amendments,andcorrespondence.

SigningAuthority:

• Insituationswherenoformalcontractdocumentisissuedbythecustomer,prepareandissueproposalsforcustomerapprovalincoordinationwiththePMteam.

Qualifications:

• 3+yearsofexperienceincontractadministration,preferablyinconstructionorsubcontracting.
• Familiaritywithcommercialcoatingsorspecialtytradesisaplus.
• FamiliaritywithSage300CREisaplus
• Strongorganizationalanddocumentationskills.
• ProficientinMicrosoftOfficeSuiteandprojectmanagementsoftware
• Excellentcommunicationandinterpersonalskills.
• Abilitytomanagemultipleprioritiesinafast-pacedenvironment.

PreferredTraits:

• Detail-orientedwithaproactivemindset.
• Strongproblem-solvingandfollow-upskills.
• Comfortableworkingindependentlyandcollaboratively.