Contract Administration Manager-

Key Responsibilities

• Oversee Contract Review Team: Reviews subcontract agreements, prime contracts, Master agreements, and vendor/supplier terms and conditions for accuracy, completeness, and risk exposure. Identifies, flags, and helps negotiate high-risk provisions, including indemnification, insurance requirements, payment terms, flow-down clauses, retainage, scope, warranty, liquidated damages, and tariff exposure. Redlines and marks up contract documents, tracks revisions, and coordinates with project management and legal through to execution. Maintains contract review standards, checklists, playbooks, and decision matrices to ensure consistent, defensible review; serves as the escalation point for contract review issues.
• Bonds, Prequalification & Insurance Programs: Oversees bid, payment, and performance bond requests and the prequalification process for new and existing work. Administers OCIP / CCIP / LSIP (owner- and contractor-controlled and legacy wrap-up) insurance programs, including deduct tracking, calculators, and monthly reporting. Reviews insurance requirements against contract terms and manages COI requests, evidence of insurance, and endorsements. Maintains contractor’s license compliance and related registrations across operating states.
• Team Leadership & Talent Development: Leads, mentors, and develops the contract administration team. Manages onboarding, training, annual objectives, 30/60/90-day expectations, weekly one-on-ones, and bi-weekly touch-bases. Serves as the escalation point for contract billing, collections, and review issues. Delivers cross-departmental training to Project Managers and Estimators (bond process, Salesforce contract activation, stored material, and prequalification). Partners with project management, accounting, and legal to align on best practices and compliance protocols.
• Billing, Project Setup & Change Orders: Oversees new-project billing setup across GC Pay, Textura, Procore, and Siteline, including schedule-of-values setup. Ensures timely and accurate submission of monthly pay applications (AIA format and custom/portal forms). Manages change-order processing and pay-application revisions. Assists in resolving billing disputes by reviewing contract terms and project documentation.
• Collections, AR & DSO Strategy: Owns accounts-receivable strategy and drives Days Sales Outstanding (DSO) reduction targets. Leads the weekly Top 50 collections review and the aging-escalation cadence. Runs a structured proactive outreach program with top general contractors to surface billing and payment issues early. Oversees retainage collections and shared-inbox maintenance.
• Lien Rights & Closeout: Manages internal lien rights processes across multiple states—preliminary notices, deadlines, and lien waivers (conditional/unconditional), including notarization. Oversees vendor/supplier lien releases and waiver requests. Manages project closeout, including final waivers and closeout documentation. Ensures insurance certificates, subcontractor compliance documents, and legal paperwork are current and stored.
• Systems Administration, Process & Continuous Improvement: Serves as system administrator for GC Pay and Textura (Service Center) and owns the contract side of Salesforce, Siteline, Procore, Gaviti, and LinkSquares. Leads a formal Continuous Improvement (CI) program with documented, tracked hours-saved targets. Maintains the team’s documented work-procedure (SOP) library to an 80/20 usability standard. Tracks key metrics (e.g., billing timeliness, waiver compliance, aging receivables), reports weekly KPIs, and leads continuous-improvement reviews with leadership.

Compliance, Lien Rights & Closeout

• Manages internal lien rights processes across multiple states—preliminary notices, deadlines, and lien waivers (conditional/unconditional), including notarization.
• Oversees vendor/supplier lien releases and waiver requests.
• Manages project closeout, including final waivers and closeout documentation.
• Ensures insurance certificates, subcontractor compliance documents, and legal paperwork are current and stored.

Systems Administration, Process & Continuous Improvement

• Serves as system administrator for GC Pay and Textura (Service Center) and owns the contract side of Salesforce, Siteline, Procore, Gaviti, and LinkSquares.
• Leads a formal Continuous Improvement (CI) program with documented, tracked hours-saved targets.
• Maintains the team’s documented work-procedure (SOP) library to an 80/20 usability standard.
• Tracks key metrics (e.g., billing timeliness, waiver compliance, aging receivables), reports weekly KPIs, and leads continuous-improvement reviews with leadership.