Contracts Administrator

Pennant Solutions Group; Richmond (VA); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plan options

Job summary

A brokerage firm in Richmond, Virginia, is seeking a Contracts Administrator responsible for managing lease agreements and ensuring compliance. This role requires strong organizational skills and proficiency with Microsoft Office. The ideal candidate will have experience in contract administration or commercial real estate. This position offers flexibility for one remote day a week and a competitive salary with comprehensive benefits.

Qualifications

• 1 year of experience in contract administration or commercial real estate preferred.
• Working knowledge of commercial lease structures and terminology.
• Strong attention to detail and accuracy.

Responsibilities

• Administer documentation for all lease-related transactions.
• Review contracts for accuracy and compliance.
• Maintain electronic and physical contract files.

Skills

Attention to detail

Organizational skills

Analytical capabilities

Proficiency in Microsoft Office Suite

Written and verbal communication skills

Tools

Real estate management systems

Job description

Role Overview

The Contracts Administrator is responsible for the end-to-end administration of lease agreements and related contractual transactions in support of brokerage operations. This role ensures the accuracy, compliance, and integrity of all lease and contract documentation, while providing financial oversight and administrative control throughout the transaction lifecycle.

The position requires a detail-oriented professional with strong organizational and analytical capabilities, capable of managing multiple transactions in a fast-paced commercial real estate environment. Location is on site (flexibility could be given on 1x remote day per week). We are open to both full time applicants at 40 hours and/or part time at 30 hours.

Key Responsibilities

Contract & Transaction Administration

• Administer and maintain documentation for all lease-related transactions, including:
  • New lease agreements
  • Renewals and extensions
  • Terminations
  • Amendments and expansions
  • Purchase contracts and closings
• Review all contracts and supporting documents for accuracy, completeness, and compliance with internal standards and legal requirements
• Ensure proper execution of documents, including verification of signatures and full contract completion
• Maintain and organize electronic and physical contract files in accordance with company policies
• Coordinate transaction activities with brokers, legal counsel, landlords, tenants, and title companies
• Prepare financial proformas for select property management clients
• Perform account reconciliations related to lease transactions, commissions, and closing statements

Contract Controls & Reporting

• Maintain contract tracking systems, including critical date (tickler) management
• Monitor and report on key contractual milestones such as expirations, renewal options, notice periods, and closing timelines
• Generate and distribute periodic reports to brokers and management
• Support internal compliance initiatives, audits, and file reviews
• Ensure adherence to company procedures and documentation standards across all transactions

Qualifications

• Nice to have: 1 years of experience in contract administration, commercial real estate, lease administration, or a related field preferred
• Nice to have: Working knowledge of commercial lease structures, terminology, and transaction processes
• Strong attention to detail with a high degree of accuracy
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with real estate or contract management systems preferred
• Excellent organizational and time management skills with the ability to manage competing priorities
• Strong written and verbal communication skills

Core Competencies

• Process-driven with a focus on accuracy and compliance
• Financial and analytical aptitude
• Proactive and solution-oriented mindset
• Ability to work both independently and collaboratively
• High level of professionalism and discretion when handling confidential information

Compensation & Benefits

Competitive salary commensurate with experience, along with a comprehensive benefits package including health insurance, paid time off, and retirement plan options.