Contracting Administrator

Stavola Contracting Company LLC; Farmingdale (NJ); On-site; USD 58,000 - 74,000; Full time

Job summary

Arcosa Aggregates is seeking a Contracting Administrator in Farmingdale, NJ to manage contract life cycle for government and commercial projects. You will prepare bid packages, coordinate bonds and certifications, and support payroll and reporting requirements.

You will collaborate with internal teams and subcontractors, maintain accurate documentation, and help ensure compliance throughout project execution. A 2–3 year background in contract or project admin is preferred.

Qualifications

• 2–3 years of contract or project administration experience in construction or public works.
• Strong attention to detail and organizational skills with record-keeping.
• Ability to meet bid deadlines and manage multiple priorities.
• Proficiency with Microsoft Office and ability to learn bidding and reporting systems.
• Excellent written and verbal communication skills.

Responsibilities

• Prepare bid packages and manage bid submission documentation.
• Coordinate bonds, insurance certificates, and material certifications.
• Prepare payroll reports and EEO reports for projects.
• Draft subcontractor agreements and onboarding documents.
• Maintain project records and contract closeout documentation.
• Track trucking activity for invoicing and reporting.
• Coordinate with stakeholders to resolve contract-related questions.

Skills

Contract administration

Documentation management

Microsoft Office

Bid submission

Communication skills

Attention to detail

Team collaboration

Data entry

Education

High school diploma or GED

Tools

Bidding software

VTS

Viewpoint

Payroll reporting systems

Job description

Rosano Yard - Contracting
360 Asbury Rd
Farmingdale, NJ 07727, USA

Rosano Yard - Contracting
360 Asbury Rd
Farmingdale, NJ 07727, USA

Arcosa Aggregates is seeking a Contracting Administrator based out of our Farmingdale, NJ location to play a crucial role as the point of contact for all contract related matters in our East Region. This role is responsible for supporting all aspects and stages of the contract life cycle for our government and commercial customers in accordance with company policies, customer and contract obligations, and legal requirements.

Day to Day

• Prepare bid packages in bidding software to support the Estimator, including entering estimator-provided data, reviewing bid requirements, creating, tracking, and following up on quote requests from potential subcontractors.
• Coordinate and obtain required bonds, insurance certificates, material certifications, and other contract-related documents to support timely bid submission and project compliance.
• Prepare, submit, and maintain required state weekly and monthly certified payroll reports, ensuring accuracy, completeness, and timely filing for applicable projects.
• Complete and submit monthly EEO reports for all assigned projects in accordance with contract, agency, and company requirements.
• Prepare subcontractor agreements and collect required documentation to support subcontractor review, approval, and project onboarding.
• Prepare and submit supplemental government forms, agency-required documentation, and compliance reports as needed throughout the contract and project lifecycle.
• Assist the Safety Director with preparing, organizing, and submitting project-specific safety manuals and related safety documentation.
• Support the setup and coordination of job site offices, including documentation, supplies, and administrative needs required for project startup.
• Prepare and submit renewal applications and related filings for NJDOT/NJTA classification, Public Works certification, Employee Information Certificates, Pay to Play reports, and other required registrations.
• Submit daily and weekly Traffic Impact and Material Inspection requests, tracking required deadlines and ensuring appropriate project stakeholders receive timely updates.
• Coordinate with internal teams, customers, agencies, subcontractors, and other stakeholders to help resolve contract-related questions, documentation issues, and project administration needs.
• Ensure all electronic bid submissions are completed accurately and on time; prepare paper bid submissions in advance so they are complete, organized, and ready for Project Manager delivery.
• Review, process, and maintain project closeout documentation, contract extensions, renewals, and related follow-up items to support complete and accurate project records.
• Maintain organized and accurate records of contract-related correspondence, approvals, submissions, reports, certifications, and project documentation.
• Track trucking activity through VTS and Viewpoint to support accurate invoicing, project reporting, and reconciliation of job-related activity.
• Coordinate registration, attendance, and related arrangements for industry functions, seminars, and other business events as requested.
• Perform other duties and responsibilities as assigned to support contract administration, project execution, and business operations.

About You

• 2–3 years of experience in contract administration, project administration, or a similar administrative support role, preferably in construction, aggregates, or public works environments
• Prompt, regular, and predictable attendance with the ability to maintain consistent support for bid deadlines, reporting requirements, and project timelines
• Professional, customer-focused approach with the ability to work effectively with internal teams, government agencies, customers, and subcontractors
• Strong attention to detail and organizational skills, with the ability to maintain accurate records, track documentation, and follow through on required submissions
• Excellent time management skills with the ability to prioritize competing responsibilities and meet time-sensitive deadlines
• Self-motivated and able to work independently while also collaborating effectively in a team environment
• Strong written and verbal communication skills, including the ability to prepare clear correspondence and communicate contract-related information accurately
• Proficiency with Microsoft Office applications and the ability to learn and use relevant bidding, project management, document management, and reporting systems
• Data entry experience preferred, with demonstrated accuracy in entering, reviewing, and maintaining information in business systems
• Ability to manage multiple priorities, adjust to changing project needs, and complete assignments with minimal supervision
• Ability to communicate effectively with government agencies, subcontractors, customers, employees, and management; basic math skills required to support accuracy in bids, reports, and documentation
• High school diploma or GED equivalent required

Working Conditions

While most areas have air conditioning, there will be times when other responsibilities may require periods of work in all weather conditions including heat, cold, wet, dry, and dusty.

Compensation

$57,876 - $74,015 Annually

Arcosa is proud to offer competitive benefits and programs to help you and your family meet your healthcare and retirement planning needs. The various benefits offered to employees based on eligibility may include:

• Medical, Dental, and Vision Insurance
• Paid vacation and sick time
• 401k with Employer Match
• 11 paid Company holidays
• Life Insurance
• Short-Term and Long-Term Disability Insurance
• Health & Wellness Programs
• Flexible Spending Accounts
• Employee Discount Programs
• Professional Training and Development Programs
• Career Advancement Opportunities – We like to promote from within!

The above statements describe the general nature and responsibilities of the position. All employees may be required to perform other duties or responsibilities as assigned.

Arcosa Aggregates is an Equal Opportunity Employer. We activate the potential of our people, care for our customers, optimize operations, integrate sustainability, and promote a results-driven culture aligned with long term value creation.

Qualifications

Skills

Behaviors

Motivations

:

Education

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.