Contracts & Documentation Coordinator

Gradiant; Town of Texas (WI); Hybrid; USD 70,000 - 110,000; Full time

Job summary

Gradiant is seeking a Contracts and Documentation Coordinator for on-site support on a Texas-based construction project. The role focuses on safeguarding contractual rights, administering client and subcontractor contracts, and documenting delays and variations.

The position requires a Bachelor's degree or diploma in a related field and 2–5 years of experience in construction contract administration, with proficiency in MS Office, SharePoint, Procore, SAP, and Primavera P6.

Qualifications

• Bachelor’s degree or diploma in Construction Management, Engineering, Quantity Surveying, Business or related discipline.
• 2–5 years of experience in construction contract administration, subcontract administration, project controls, document control, or commercial coordination.

Responsibilities

• Contract & Commercial Administration: Monitor deadlines; maintain trackers; manage notices, correspondence, change orders, and claims.
• Schedule & Delay Management: Track milestones; issue notices; maintain delay register; collect and organize progress records.
• Change Management & Claims Support: Maintain change order, variation, EOT, and backcharge registers; prepare notices and reports.
• Requirements: 2–5 years of experience in relevant fields; EPC/industrial construction experience preferred.

Skills

Strong written communication

Document organization

Microsoft Office

SharePoint

Procore

SAP

Primavera P6

Education

Bachelor's degree

Construction diploma

Tools

Procore

SAP

Primavera P6

Job description

Gradiant is a global solutions provider and developer of cleantech water projects with a concentrated focus on industrial water solutions, water reuse, waste minimization, Minimum Liquid Discharge (MLD), Zero Liquid Discharge (ZLD), and resource recovery of precious metals and minerals. Our workforce, exceeding 1200 dedicated global employees, operates under the umbrella of Gradiant Corporation, based in USA, and regional headquarters, Gradiant International Holdings, located in Singapore, alongside 23 offices spanning across sixteen countries. We take pride in our Global R&D Innovation Centre based in Singapore, which stands at the forefront of technological and environmental advancements.

Role Overview

The Contracts and Documentation Coordinator will initially be assigned full-time on-site to support contract and commercial administration for the construction project based in Haskell, Texas. While Haskell is the first project assignment, the role is intended to be a longer-term position within the Contracts and Commercial function and will transition to support other projects or commercial priorities as required by the business. The role’s primary objective is to safeguard the interests of Gradiant by ensuring timely administration of the upstream contract with the client and downstream contract(s) with construction subcontractor(s). This includes identifying and documenting excusable delay events, supporting extension of time claims, maintaining contemporaneous project records, preparing progress claims, maintaining Schedule of Values alignment with the construction team and subcontractors, administering subcontractor payment applications, tracking subcontractor-caused delays, managing variation claims and backcharges, and supporting bond and insurance compliance.

Responsibilities

• Contract & Commercial Administration

Monitor contractual deadlines and proactively alert the project team of upcoming actions or potential non-compliance.

Maintain notice, correspondence, change order, and claims trackers for both client and subcontractor contracts.

Track compliance with bonds, insurance requirements, OCIP, labor compliance, and other contractual requirements.

Prepare and administer monthly client payment applications, ensuring all required supporting documentation is complete.

Review and process subcontractor payment applications, verifying compliance with contract requirements and work completed.

Coordinate with project teams to verify installed quantities, progress achieved, and milestone completion.

Schedule & Delay Management

Track project milestones, critical deliverables, and schedule commitments for both the client and subcontractors.

Issue Notices and maintain a delay register documenting causes of delay, responsible parties, dates, impacts, and supporting evidence.

Collect and organize supporting records including schedules, daily reports, meeting minutes, correspondence, photos, and progress updates.

Coordinate with project manager and site teams to monitor schedule risks, critical path impacts, and recovery actions.

Change Management & Claims Support

Maintain change order, variation, EOT, and backcharge registers, ensuring timely tracking and follow-up of all commercial events.

Support the preparation of notices, change orders, EOT submissions, commercial reports, and management updates to preserve contractual rights and support dispute avoidance.

Requirements

Qualification

• Bachelor’s degree or diploma in Construction Management, Engineering, Quantity Surveying, Business or a related discipline.

Skills

• Strong written communication and document organization skills.
• Proficiency with Microsoft Office and SharePoint
• Experience with Procore, SAP, Primavera P6, or similar systems is advantageous.

Experience

2-5 years of experience in construction contract administration, subcontract administration, project controls, document control, or commercial coordination.

Experience in EPC, industrial construction, water/wastewater, infrastructure, energy, semiconductor, or manufacturing projects preferred.

Gradiant is an equal opportunity employer. Qualified applicants will be considered without regard to race, color, religion, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.