Contract Administrator

Job Role

The Contract Administrator is responsible for administering customer, subcontractor, and general contractor agreements that support Innovative's engineering, manufacturing, construction, and service operations. This role serves as the first point of review for incoming contracts, ensuring documents are complete, organized, and routed through the appropriate internal approval process.

Key Duties

• Perform the first-level administrative review of customer, owner, subcontractor, general contractor, and vendor contracts for completeness and accuracy.
• Cook up contract review and approval workflows between Accounting and Project Management.
• Track contracts from receipt through execution, ensuring required approvals are obtained in a timely manner.
• Maintain organized electronic and physical contract files throughout the project lifecycle.
• Prepare contract execution packages and distribute fully executed agreements to internal stakeholders.
• Manage contractor licenses, business registrations, and qualification renewals across multiple states.
• Cook up licensing applications, renewals, and compliance filings with state agencies and regulatory organizations.
• Maintain records supporting contractor compliance, business registrations, insurance certificates, and other required documentation.
• Aid in contract amendments, change orders, lien waivers, and other commercial documentation as required.
• Track contract deliverables, expiration dates, renewal requirements, and compliance deadlines.
• Respond to internal requests regarding contract requirements, licensing status, and project documentation.
• Support internal and external audits by providing contract and compliance documentation.
• Identify missing documentation, administrative discrepancies, or compliance concerns and escalate issues to the appropriate stakeholders.
• Maintain contract templates, standard forms, and document retention practices.
• Continuously improve contract administration processes and document organization.

Requirements

• Degree in Business Administration, Accounting, Finance, Legal Studies, or a related field, or equivalent professional experience.
• One to three years of experience in contract administration, accounting, project administration, compliance, legal administration, or a similar administrative role.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Proficiency with Microsoft Office, particularly Word and Excel.
• Ability to maintain confidential and sensitive information with professionalism and discretion.
• Must be able to remain in a stationary position (seated or standing) for extended periods.
• Occasionally may need to lift or carry items up to 25 pounds (e.g., office supplies, small equipment).

Preferences

• Experience supporting construction, engineering, manufacturing, or industrial organizations.
• Familiarity with customer & vendor contracts, subcontract agreements, purchase orders, or commercial documentation.
• Experience managing contractor licensing, registrations, and multi-state compliance requirements.
• Experience working within an ERP system or document management platform.
• Knowledge of industrial construction documentation, including certificates of insurance, lien waivers, and project closeout documentation.

Benefits

• Generous retirement plan with a dollar-for-dollar 401(k) match up to 15%
• 401(k) student loan repayment match up to 15%
• Medical insurance with 75% of employee and family premiums covered by the company
• Dental and vision insurance options
• Optional supplemental insurance coverage
• Short-term and long-term disability insurance
• Accidental death and dismemberment (AD&D) coverage
• Company-paid life insurance
• Weekly pay
• Competitive paid vacation and holiday time
• Paid sick leave, bereavement leave, and jury duty leave
• Employee referral bonus program
• Opportunities for career advancement, professional development, training, and apprenticeship programs
• Access to employee discounts on cell phone plans, vehicle rentals, and other eligible services