Financial Administrative Coordinator

CIMCO Refrigeration Inc.; Chesapeake (VA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

13 paid holidays

Vacation and sick pay

PPE provided

401k + match

Company paid life insurance

Employee assistance program

Job summary

CIMCO Refrigeration Inc. is seeking a Contract Administrator to maintain operational compliance and assist in project execution across multiple states.

The ideal candidate will manage licenses, permits, and payroll documentation, ensuring they are completed accurately and submitted on time. In addition to compliance responsibilities, the Contract Administrator will support SAP transaction entry and assist with general office administration in the Chesapeake service office.

Qualifications

• 3+ years of experience in construction contract administration or compliance.
• Working knowledge of certified payroll and prevailing wage requirements.
• High accuracy in handling confidential data.
• Ability to work independently and manage multiple deadlines.

Responsibilities

• Prepare contractor prequalification packages including business information.
• Manage business license renewals across multiple states.
• Maintain contractor licenses and verify eligibility by state.
• Process CCIP/OCIP enrollment and filings for construction projects.
• Prepare certified payroll reports for public works projects.
• Obtain and track project permits and maintain records.
• Enter and code transactions in SAP with accurate GL assignments.
• Support month-end close and respond to audit requests.
• Manage office supplies and vendor relationships for the Chesapeake office.

Skills

Organizational discipline

Construction compliance knowledge

Documentation management

Data accuracy

SAP

Job description

The Contract Administrator plays a critical role in maintaining operational compliance and supporting project execution across multiple states. This position requires strong organizational discipline, familiarity with construction compliance requirements, and the ability to manage high volumes of documentation with accuracy and confidentiality. Working closely with Construction, Service, and Accounting teams, the Contract Administrator ensures licenses, permits, certified payrolls, and prequalification packages are completed correctly and submitted on time. This role also supports SAP transaction entry, expense reconciliation, and general office administration for the Chesapeake service office.

Company Benefits:

• 13 paid holidays
• Vacation and sick pay
• PPE provided along with annual allowance for boots and prescription safety glasses
• Work shirts provided by company
• Early performance evaluation opportunities
• 401k + match
• Company paid life insurance and disability
• Employee assistance program

Responsibilities:

• Prepare contractor prequalification packages (paper and customer portals), including business information, project history, backlog, references, and billing data
• Manage business license renewals across multiple states, coordinating revenue figures with accounting to ensure consistency with revenue tax filings
• Maintain contractor licenses and verify self-perform eligibility by state
• Process CCIP/OCIP enrollment and filings for construction projects
• Prepare certified payroll reports and prevailing wage breakdowns for public works projects
• Obtain and track project permits and maintain organized records
• Maintain customer and vendor portals, ensuring data accuracy and timely updates
• Enter and code transactions in SAP, ensuring accurate GL assignment
• Reconcile corporate purchasing card and expense documentation
• Support month-end close and respond to audit documentation requests from the accounting team
• Manage office supplies, equipment, and vendor relationships for the Chesapeake service office
• Coordinate meetings and company events as needed
• Maintain organized filing systems for licenses, permits, and compliance records
• Handle incoming correspondence, shipping, and general office inquiries
• Provide administrative support to the Director of Construction, Director of Service, and VP – US

Required Qualifications:

• 3+ years of experience in construction contract administration, compliance, or similar role
• Working knowledge of certified payroll and prevailing wage requirements (Davis-Bacon or state public works)
• Experience with accounting data entry and GL coding; SAP strongly preferred
• Experience with contractor prequalification portals and multi-state licensing
• High accuracy and discretion when handling confidential data
• Ability to work independently across departments and manage multiple deadlines

Company Profile

CIMCO specializes in the engineering, design, manufacture, installation and service of complex thermal building solutions for industrial, process cooling and recreational refrigeration and mechanical systems. For more than 100 years, CIMCO’s leadership and unparalleled research, development and manufacturing programs has put us at the forefront of industry advancements and technological breakthroughs. Our professional engineers, technicians and designers apply innovative state-of-the-art equipment and refrigerants to develop systems that meet even the most complex thermal challenges.

CIMCO is committed to creating an inclusive environment where people from all backgrounds can thrive. Together, we embrace diversity of thought, experience, and perspective, as we combine our unique skills and capabilities to drive successful outcomes for all stakeholders. As an equal opportunity employer, CIMCO provides accessibility accommodations during the recruitment process. Should require any accommodation, please let us know, and we will work with you to meet your needs.