Contracts Administrator

Talentify; Lake Forest (CA); On-site; USD 52,000 - 62,000; Full time

Job summary

Talentify is seeking a Contracts Administrator Coordinator in Lake Forest, CA for a 6-month contract-to-hire, fully onsite. This entry-level role supports the Contracts team by gathering information, reviewing documents, and preparing materials for approval.

Responsibilities include reviewing RFPs, coordinating packets, and formatting change orders using Word, Excel, and PDF tools. Strong attention to detail and organization are essential.

Qualifications

• 1–2 years of administrative support or related work.
• High attention to detail and accuracy in reviewing documents.
• Highly organized with strong time management skills.
• Clear written and verbal communication skills.

Responsibilities

• Review RFPs, contractor documents, proposals, and packets for completeness and accuracy.
• Package documents and prepare materials for internal approval.
• Track and format change orders using Word with proper styles and revisions.
• Collect missing information from internal teams and push through workflows.
• Maintain tracking logs and document status for timely progress.
• Organize complete packets for final review and approval.
• Prepare, edit, and format documents using Word, Excel, Outlook, PDF and DocuSign.
• Maintain electronic filing systems and version control.
• Communicate with internal stakeholders to gather corrections or missing information.

Skills

Attention to detail

Time management

Written communication

Verbal communication

Education

Recent college grad

Tools

Microsoft Word

Excel

Outlook

Adobe PDF

DocuSign

Job description

Contracts Administrator

Location: Lake Forest, CA 92630
Schedule: 5 days on-site
Pay Rate: $25.00–$30.00
Assignment Type: 6-month Contract-to-Hire (fully onsite during contract period)

Position Summary

The Contracts Administrator Coordinator is an entry-level role that supports the Contracts team by gathering information, reviewing documents, and preparing contract-related materials for approval. This role ensures that contractor packets, change orders, proposals, and RFP materials are complete, accurate, and properly formatted before they move through internal workflows.

Key Responsibilities

Document Review & Preparation

• Review RFPs, contractor documents, proposals, and contract packets for completeness and accuracy.
• Package documents and prepare materials for internal approval.
• Track and format change orders using Microsoft Word, including styles, formatting, and revision updates.
• Ensure all documents follow internal formatting standards and naming conventions.

Information Gathering & Workflow Support

• Collect missing information from internal teams and push it through appropriate channels.
• Maintain tracking logs, document status, and follow-ups to keep processes moving.
• Organize complete packets for final review and approval.

Systems & Tools

• Prepare, edit, and format documents using:
  • Microsoft Word (advanced formatting, track changes, comparisons)
  • Excel (tracking, data entry, simple spreadsheets)
  • Outlook
  • Adobe PDF (merging, editing, exporting)
  • DocuSign (sending and tracking contractor paperwork)
• Maintain electronic filing systems and version control.

Team Support & Communication

• Assist with general administrative tasks related to contract operations.
• Communicate with internal stakeholders to gather corrections or missing information.
• Ensure timely routing and organization of all contract-related materials.

Qualifications & Ideal Candidate

• 1–2 years of experience in administrative support, document processing, or similar work or Recent college grad.
• High attention to detail and accuracy in reviewing documents.
• Highly organized with strong time management skills.
• Clear written and verbal communication skills.
• Preferred: Experience supporting contract operations, RFP coordination, proposal/document-heavy workflows, or contractor packet management.
• Ideal: Enjoys detailed document work, organized, dependable, proactive in gathering information, and comfortable in a fast‑paced corporate environment.