Contract Administrator | Project & Business Operations

Hooker DeJong, Inc.; Muskegon (MI); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive wage

Benefits package

National Best & Brightest Companies to

Job summary

Hooker DeJong, Inc. (HDJ) is a growing architectural and engineering firm seeking a Contract Administrator to support project teams and business operations in Muskegon, MI. The role focuses on moving contracts, certifications, and related documents efficiently across the firm.

You will work with project managers, consultants, and leaders to ensure documentation accuracy, compliance, and timely processing. A relevant degree and 2+ years of contract coordination experience are preferred; MS Office

Qualifications

• Two or more years of contract coordination or project administration experience.
• Excellent organizational skills and attention to detail.
• Strong proficiency in Microsoft Office and PDF/document workflow tools.

Responsibilities

• Prepare, distribute, track, and maintain project contracts, amendments, change orders, and consultant agreements.
• Coordinate contract routing, signatures, approvals, and execution tracking.
• Maintain contract templates and supporting documentation.
• Help ensure sensitive contractual information is handled professionally and accurately.
• Maintain project records, certifications, insurance certificates, licenses, and related documentation.
• Monitor document requirements and follow up with internal staff, consultants, and clients as needed.
• Assist with document preparation, formatting, quality reviews, and record maintenance.
• Support contract compliance activities, professional licensing records, and related filings.
• Serve as a resource for project teams regarding contract status and documentation requirements.
• Assist with internal coordination, scheduling, document management, and workflow support.
• Support special projects and operational initiatives that improve firm success.

Skills

Contract coordination

Project administration

Microsoft Office

PDF editing

Education

Associate or bachelor’s degree in business administration, legal studies, project administration, or related field

Tools

Bluebeam

Adobe Acrobat Pro

Deltek Vantagepoint

Job description

Contract Administrator | Project & Business Operations - (CAS.1)

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Are you ready to elevate your career with a company recognized as one of the National Best & Brightest Companies? Hooker DeJong, Inc. (HDJ) is a growing Architectural and Engineering firm and we are on the hunt for SUPERSTAR TALENT to join our dynamic and growing team. There is no shortage of opportunities to make an impact! HDJ is a firm with a national client base and experience in dozens of states. We are headquartered in Western Michigan, with additional locations in Phoenix, Atlanta, Chicago, Cleveland, Detroit, Billings and Los Angeles.

Job Title

Contract Administrator | Project & Business Operations

Education

Associate Degree

Location

Muskegon - Muskegon, MI 49440 US (Primary)

Staff

Category

Job Description

CONTRACT ADMINISTRATOR | PROJECT & BUSINESS OPERATIONS

Are you highly organized, detail-oriented, and energized by bringing structure to complex processes?

Hooker DeJong, Inc. (HDJ) is seeking a Contract Administrator to support our project teams, leadership, and business operations. This newly created position plays an important role in helping contracts, certifications, compliance requirements, and project documentation move efficiently across the firm.

At HDJ, we're architects, engineers, and interior designers committed to Improving Lives Through Design. Behind every successful project is a strong operational foundation, and this role helps make that happen.

Why This Role Matters

Our Contract Administrator serves as a key resource for project teams and leadership by helping keep critical documents organized, accurate, accessible, and moving through the right processes at the right time.

You'll work closely with project managers, consultants, leadership, and outside service providers while helping support both project delivery and day-to-day business operations.

What You'll Do

Contract Administration

• Prepare, distribute, track, and maintain project contracts, amendments, change orders, and consultant agreements.
• Coordinate contract routing, signatures, approvals, and execution tracking.
• Maintain contract templates and supporting documentation.
• Help ensure sensitive contractual information is handled professionally and accurately.

Project Documentation & Compliance

• Maintain project records, certifications, insurance certificates, licenses, and related documentation.
• Monitor document requirements and follow up with internal staff, consultants, and clients as needed.
• Assist with document preparation, formatting, quality reviews, and record maintenance.
• Support contract compliance activities, professional licensing records, and related filings.

Project Team & Business Support

• Serve as a resource for project teams regarding contract status and documentation requirements.
• Assist with internal coordination, scheduling, document management, and workflow support.
• Support special projects and operational initiatives that contribute to firm success.
• Help create organized, consistent processes that improve efficiency across the organization.

Job Requirements

What We're Looking For

• Associate or bachelor’s degree in business administration, legal studies, project administration, or a related field, or equivalent experience.
• Two or more years of experience in contract coordination, project administration, document management, administrative support, or a related role.
• Exceptional organizational skills and attention to detail.
• Ability to manage confidential information with professionalism and discretion.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with PDF editing and document production tools such as Bluebeam or Adobe Acrobat Pro.

Bonus Points For

• Experience in architecture, engineering, construction (AEC), or professional services industries.
• Familiarity with AIA, EJCDC, or similar contract documents.
• Experience working with consultants, legal counsel, insurance providers, or compliance documentation.
• Familiarity with Deltek Vantagepoint or similar project/business management software.

The Type of Person Who Thrives Here

• You're someone who enjoys creating order from complexity.
• You appreciate details, deadlines, and documentation, but you also enjoy working with people and helping teams succeed. You're comfortable balancing multiple priorities, adapting when needs change, and stepping in wherever support is needed.
• Most importantly, you take pride in helping important work move forward.

Why You'll Love Working Here

• Join an award-winning, interdisciplinary design firm where you'll work alongside a talented team of architects, engineers, planners, and interior designers who are passionate about improving lives through design.
• Our culture emphasizes teamwork, innovation and a commitment to excellence, making HDJ a fantastic place to work.
• Enjoy a competitive wage and benefits package.
• HDJ has been named a “National Best & Brightest Companies to Work For” for the past eight years.

Our Commitment to You: Hooker DeJong is dedicated to diversity, equity, and inclusion in our workplaces. We encourage everyone to bring their "whole selves" to work. Our goal is to be an employer of choice and provide a great place to work for all our people. We are committed to building a firm that reflects the diversity of the clients and communities we serve. We are an equal opportunity employer and do not discriminate based on race, color, religion, gender, national origin, age, disability, marital status, sexual orientation, gender identity, veteran status, or any other basis prohibited by law.