Contracts Project Coordinator

Millstone Weber, LLC; Saint Charles (MO); On-site; USD 55,000 - 75,000; Full time

Job summary

Millstone Weber, LLC is seeking a Contracts Project Coordinator to support contract administration, job setup, and procurement on construction projects in St. Charles, MO. You will handle subcontracting, purchase orders, change management, and pay applications, ensuring compliance with company standards and owner requirements.

The role emphasizes attention to detail, document control, and coordination with finance and project teams to maintain accurate records and timely payments.

Qualifications

• Bachelor's degree or 4+ years in an administrative role, contract admin preferred.
• Construction industry experience strongly preferred.
• Proficient in Excel and Word; ERP/document management familiarity.
• Strong attention to detail and organizational skills.
• Clear written and verbal communication; ability to multi-task and meet deadlines.

Responsibilities

• New Project Contract Administration/Job Setup, data import, and document collection.
• Review prime contracts, prepare Schedule of Values, and amend subcontract documents.
• Prepare, issue, and track Purchase Orders; manage terms and dates.
• Collect and review field change orders; import Change Requests into Spectrum.
• Prepare and track Owner Pay Applications and subcontractor payments.
• Review bond invoices and support bond/consent processes.
• Track DBE compliance and report progress; assist with project closeout.
• Assist with year-end audit tasks and contract status reporting.

Skills

Microsoft Excel

Microsoft Word

Attention to detail

Multitasking

Education

Bachelor's degree in business or similar

4+ years' administrative/contract admin experience

Tools

Spectrum

SharePoint

Job description

About Millstone Weber (100% Employee Owned):

We are transportation infrastructure builders solving complex needs for the communities we work in for close to 100 years. We specialize in a broad range of construction markets including Highway/Bridge, Airfield/Federal, Rail/Mass Transit and Alternate Delivery including Design-Build. We focus heavily on self-performance with capabilities including heavy duty concrete paving, bridges, structural concrete, deep foundations, earthwork grading, storm drainage, and highway construction. We are ready to help solve any challenges.

About the Role:

The Contracts Project Coordinator is responsible for assisting with contract administration across new projects/job setup, subcontracting, purchase orders, change management, pay applications, subcontractor payments, bonding, DBE compliance, project closeout, and year-end audit tasks. This role ensures consistency, accuracy, and compliance with company standards and owner requirements.

Key Responsibilities:

• New Project Contract Administration/Job Setup
• Downloads data from Spectrum and compares it with vendor quotes, assigns subcontract numbers and imports subcontract items, reviews and distributes wage order summaries, and collects all necessary contract‑related documents
• Subcontractor Contract Administration
• Reviews prime contract terms for downstream application, creates SharePoint folders and Schedule A links, prepares the Schedule of Values and billing items, reviews and amends subcontract documents, negotiates subcontract terms, prepares sample insurance certificates and verifies limits, and tracks subcontract execution.
• Purchase Orders
• Reviews pricing, quantities, dates, and terms, and sends out and countersigns purchase orders.
• Change Management
• Collects and reviews field change orders, validates Spectrum entries against Owner Change Orders, and imports Change Requests into Spectrum.
• Owner Pay Applications
• Prepares, prints, and labels payment applications, compares them with Spectrum data, enters payment applications into Spectrum, and tracks payments in spreadsheets.
• Subcontractor Payments
• Prints and stores subcontract payment worksheets, compares worksheets to owner pay applications and subcontractor billings, documents payment notes for clarity and accuracy, and ensures no overpayments occur on individual pay items.
• Bond Review
• Reviews and approves bond invoices, requests final consent of surety, and prepares contract status reporting for bond reviews.
• DBE Compliance
• Reviews DBE participation goals, tracks participation and project progress, and reports DBE fuel purchases and hauler distributions.
• Project Closeout
• Resolves quantity and payment disparities, collects final lien waivers, and submits prevailing wage affidavits along with the DBE final report.
• Year-End Audit
• Prepares contract status confirmations, updates the warranty summary, and creates contract briefs for auditors.

Qualifications

• Bachelor's degree in business or similar degree. OR 4+ years' experience in an administrative role, contract administration preferred
• Background in construction or related industry strongly preferred.
• Proficient in Microsoft Excel and Word.
• Familiarity with Spectrum, SharePoint, or similar ERP/document management systems preferred.
• Strong attention to detail and organization skills required.
• Solid math and analytical ability.
• Clear written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines effectively.

Physical & Work Environment:

• Office-based in St. Charles, MO.

Why Join Us?

At Millstone Weber, we're building more than roads-we're building careers, communities, and a culture of excellence. Join a team that values integrity, innovation, and people-first leadership.