Contracting Administrator

Arcosa Inc.; Farmingdale (NJ); On-site; USD 58,000 - 74,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401k with Employer Match

11 paid company holidays

Life Insurance

Disability Insurance

Job summary

Arcosa Aggregates in Farmingdale, NJ seeks a Contracting Administrator to manage contract life cycles for government and commercial customers. You will prepare bid packages, coordinate bonds and certifications, and support payroll and EEO reporting while ensuring compliance and timely project documentation.

You will work with internal teams to resolve contract- and project-related questions, maintain records, and help coordinate site setup and startup activities as needed.

Qualifications

• 2–3 years of experience in contract administration or project administration
• Experience in construction, aggregates, or public works environments preferred
• Able to meet bid deadlines, reporting requirements, and project timelines

Responsibilities

• Prepare bid packages and submit responses, review bid requirements, and track quotes
• Coordinate bonds, insurance certificates, and certifications for bids and projects
• Prepare payroll reports and EEO reports
• Prepare subcontractor agreements and onboarding documentation
• Submit forms and compliance reports throughout contract lifecycle
• Assist Safety Director with safety manuals and documentation
• Coordinate job site setup and administrative needs for startup
• Register and file certifications and pay-to-play reports
• Track and reconcile project activity for invoicing and reporting
• Maintain organized contract correspondence and project documents
• Coordinate with stakeholders to resolve contract-related questions

Skills

Attention to detail

Time management

Communication skills

MS Office proficiency

Data entry

Ability to work independently

Cross-team collaboration

Bid/document management

Education

High school diploma or GED

Tools

Bidding software

Job description

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

Benefits

• 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
• Tuition reimbursement
• 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.