Contracts Administrator

Carollo Engineers; Walnut Creek (CA); On-site; USD 41,328 - 45,460; Full time

Benefits offered by this job

Health insurance

Paid time off & holidays

401(k) company matching

Tuition reimbursement

Travel assistance

Flexible work arrangements

Job summary

Carollo Engineers is seeking a detail-oriented Administrative professional to support our Risk Management team in Walnut Creek, CA. This role focuses on contract archiving, CLM administration, and insurance certificate tracking, ensuring timely processing and proper documentation.

The position emphasizes discretion, confidentiality, and strong organizational skills, with opportunities to streamline processes and support cross-functional teams within a leading water-focused engineering firm.

Qualifications

• High School degree or equivalent.
• 2+ years of administrative experience in legal, contracts, CLMs, compliance, or risk management environments.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
• Exceptional attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communications skills.
• High level of integrity and discretion.

Responsibilities

• Maintain and organize digital contract archives in accordance with company policies.
• Review incoming contracts for completeness and proper documentation before filing.
• Ensure contracts are accurately labeled, indexed, and easily retrievable.
• Maintain accurate and up-to-date contract records within the CLM system.
• Support contract routing and approval workflows, ensuring timely processing and proper documentation.
• Upload fully executed agreements into the CLM system, ensuring all final documents and attachments are accurately recorded.
• Assist with the implementation and rollout of the CLM system to employees, including user adoption efforts.
• Provide administrative assistance to the Risk Management team.
• Assist with tracking subconsultant insurance certificates.
• Assist with issuing insurance certificates.
• Maintain confidentiality of sensitive contractual and risk information.
• Support process improvements to enhance document management efficiency.
• Perform additional administrative tasks as assigned.

Skills

Attention to detail

Organizational skills

Written and verbal communication

Discretion

Education

High School degree or equivalent

Tools

Microsoft Office Suite

Document management systems

CLM systems

Job description

Overview

Carollo Engineers is a leading engineering firm dedicated exclusively to water. For over 90 years, we've specialized in the planning, design, and construction of water, wastewater, stormwater, and reuse facilities, bringing innovative and sustainable solutions to the water sector's most complex challenges.

We work with water agencies, municipalities, utilities, research organizations, and private companies across various industries, including technology, manufacturing, and beyond. These clients choose Carollo because we employ some of the most knowledgeable and experienced professionals in the world. When you join our team, you'll work alongside industry leaders who are advancing the science of water, protecting public health, and building resilient communities.

Carollo's vision

Carollo's vision is to be the best water consulting firm and the best place for you to build your career. If you're passionate about making a difference in this critical field, we invite you to explore a career with Carollo.

Responsibilities

Detail-oriented and highly organized administrator to support our Risk Management team. This role is responsible for maintaining and archiving contracts, supporting contract lifecycle management (CLM) processes, ensuring contracts are in full tact with all necessary attachments, and providing administrative support to facilitate efficient risk management operations. The ideal candidate demonstrates discretion with confidential information and has strong organizational skills.

Key Responsibilities

• Contract Archiving & Documentation
  • Maintain and organize digital contract archives in accordance with company policies.
  • Review incoming contracts for completeness and proper documentation before filing.
  • Ensure contracts are accurately labeled, indexed, and easily retrievable.
• Contract Lifecycle Management (CLM) Administration
  • Maintain accurate and up-to-date contract records within the CLM system.
  • Support contract routing and approval workflows, ensuring timely processing and proper documentation.
  • Upload fully executed agreements into the CLM system, ensuring all final documents and attachments are accurately recorded.
  • Assist with the implementation and rollout of the CLM system to employees, including user adoption efforts.
• Risk Management Administrative Support
  • Provide administrative assistance to the Risk Management team.
  • Assist with tracking subconsultant insurance certificates.
  • Assist with issuing insurance certificates.
• General Administrative Duties
  • Maintain confidentiality of sensitive contractual and risk information.
  • Support process improvements to enhance document management efficiency.
  • Perform additional administrative tasks as assigned.

Qualifications

• High School Degree or equivalent
• 2+ years of administrative experience, preferably in legal, contracts, CLMs, compliance, or risk management environments.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
• Exceptional attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communications skills.
• High level of integrity and discretion

Compensation Range

$30.00 to $33.00 per hour. This is the lowest to highest pay range we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay within the range will be based on several factors including, but limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Other Compensation And Benefits

Carollo is committed to providing employees with a competitive, comprehensive benefits program that provides the support employees and their families need to lead healthy, productive lives. Carollo’s benefits package includes paid time off and holidays, comprehensive health insurance coverage, pre-tax savings account options for healthcare, dependent care and commuter expenses, disability insurance and life insurance options for you and your dependents. We also offer free Caregiver Support, Travel Assistance, counseling services, discount programs, and a Lifestyle Reimbursement Account. Other compensation that may be available includes: 401(k) company contribution matching, tuition reimbursement, discretionary bonuses, career advancement bonuses, professional registration bonuses, employee referral bonuses, and compensatory time for exempt employees. Flexible work arrangements may also be available. Eligibility for benefits varies based on employment status.