Contract Administrator – Multi-State Compliance & Contracts

Innovative Refrigeration Systems, Inc.; Lyndhurst (VA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

401(k) match

Medical insurance

Dental and vision insurance

Paid vacation & holidays

Sick leave

Life insurance

Weekly pay

Employee referral program

Job summary

Innovative Refrigeration Systems, Inc. is seeking a Contract Administrator to review and manage customer, subcontractor, and vendor contracts across multiple states and Canada.

You will drive approvals, maintain files, and ensure compliance with regulatory requirements before work begins. You will collaborate with Accounting and Project Management, manage licenses, registrations, and document control, and support audits and contract amendments.

Qualifications

• Degree in Business Administration, Accounting, Finance, Legal Studies, or related field, or equivalent professional experience.
• 1–3 years of experience in contract administration, accounting, project administration, compliance, or similar administrative role.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Proficiency with Microsoft Office, particularly Word and Excel.
• Ability to maintain confidential and sensitive information with professionalism and discretion.

Responsibilities

• Perform first-level administrative review of customer, owner, subcontractor, general contractor, and vendor contracts for completeness and accuracy.
• Coordinate contract review and approval workflows between Accounting and Project Management.
• Track contracts from receipt through execution, ensuring required approvals are obtained in a timely manner.
• Maintain organized electronic and physical contract files throughout the project lifecycle.
• Prepare contract execution packages and distribute fully executed agreements to internal stakeholders.
• Manage contractor licenses, business registrations, and qualification renewals across multiple states.
• Coordinate licensing applications, renewals, and compliance filings with state agencies and regulatory organizations.
• Maintain records supporting contractor compliance, business registrations, insurance certificates, and other required documentation.
• Assist with contract amendments, change orders, lien waivers, and other commercial documentation as required.
• Track contract deliverables, expiration dates, renewal requirements, and compliance deadlines.
• Respond to internal requests regarding contract requirements, licensing status, and project documentation.
• Support internal and external audits by providing contract and compliance documentation.
• Identify missing documentation, administrative discrepancies, and compliance concerns and elevate issues to the appropriate stakeholders.
• Maintain contract templates, standard forms, and document retention practices.
• Continuously improve contract administration processes and document organization.

Skills

Organizational skills

Attention to detail

Written communication

Verbal communication

Multitasking

Microsoft Word

Microsoft Excel

Education

Degree in Business Administration, Accounting, Finance, Legal Studies, or related field

Tools

Microsoft Office

Microsoft Word

Microsoft Excel

Job description

Innovative Refrigeration Systems, Inc. is seeking a Contract Administrator to review and manage customer, subcontractor, and vendor contracts across multiple states and Canada.

You will drive approvals, maintain files, and ensure compliance with regulatory requirements before work begins. You will collaborate with Accounting and Project Management, manage licenses, registrations, and document control, and support audits and contract amendments.