Contract Administrator - Clearwater, FL

Summary

The Contract Administrator provides comprehensive administrative and operational support to the Facility Management teams in a manufacturing environment. This role ensures smooth daily operations by managing documentation, coordinating schedules, maintaining records, supporting compliance, and facilitating communication between the shop floor, management, and external stakeholders. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced industrial setting.

Description

• Support the preparation and management of schedules, work orders, and related documentation in the computerized maintenance management system (CMMS).
• Support the planned maintenance program by generating work orders and entering details into the CMMS.
• Key point of contact for vendors including onboarding, orientation and compliance management.
• Prepare and manage financial documentation in the ERP including purchase requests, purchase order and receipts.
• Support health, safety, and environmental (HSE) compliance by maintaining training records, incident logs, and audit documentation.
• Handle incoming correspondence, manage shared inboxes, and serve as a point of contact for internal departments and external vendors/suppliers.
• Maintain accurate databases for employee training certifications, equipment maintenance logs, and process documentation.
• Assist with onboarding of new facilities staff by preparing paperwork and coordinating orientations.
• Generate and distribute KPI compliance reports, maintenance records, and performance dashboards.
• Support continuous improvement initiatives (Lean, Six Sigma, 5S) through data collection and administrative coordination.
• Perform general administrative duties including travel arrangements, expense processing, and office supply management for the manufacturing site.

Requirements

• High school diploma or equivalent; Associate's degree in Business Administration, Supply Chain, or related field preferred.
• 2+ years of administrative experience, preferably in a manufacturing, industrial, or production environment.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and experience with ERP/MRP systems.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines in a dynamic facility operations setting.
• Strong written and verbal communication skills; ability to interact effectively with technicians, management, vendors and client representatives.
• High attention to detail and accuracy in data entry and documentation.
• Ability to maintain confidentiality and handle sensitive information.
• Experience in a regulated manufacturing environment (ISO 9001, IATF 16949, FDA, or similar).
• Experience with Maximo CMMS.
• Bilingual English/Spanish proficiency is preferred but not mandatory.

Benefits

• Available benefits include medical, dental, vision, and prescription drug coverage.
• Access to EAP with a dedicated personal assistant, as well as access to the Financial Wellness Program.
• 401(k) with company matching contributions.
• Paid Statutory Holidays and PTO.
• Other benefits include tuition assistance, a discount program, disability benefits, and Group life insurance.
• Balance between work and personal life.
• Professional and personal development in a company experiencing strong growth.
• A positive working environment characterized by competence, responsibility, and innovation.
• A diverse workplace regarding gender, age and cultural background.