Contracts Administrator

Please note that we do not accept unsolicited candidate introductions, referrals, or resumes from external recruiters or staffing agencies. Location: Remote (U.S. based; must be available to work PST hours) Background Check Requirement As part of our hiring process, Frontline Wildfire Defense conducts comprehensive background checks for all new hires. These checks typically cover the past 7–10 years and may include employment and education verification. For roles that require work in the field, driving record verification is also required. Employment offers are contingent upon the successful completion of these background checks. About Frontline Wildfire Defense Founded in 2017 by landscape ecologist and fire mitigation expert Harry Statter, Frontline developed the first fully integrated wildfire defense system to stop the leading cause of home loss in wildfires: ember-driven ignition. The system combines exterior sprinklers, full-coverage design, and connected software for remote monitoring and response, allowing homes to protect themselves long after families evacuate or infrastructure fails. Proven effective during the 2025 Los Angeles wildfires, 96% of homes with Frontline systems survived. That success has earned top industry recognition, including Frontline being recognized as one of TIME’s Best Inventions 2025 in the Green Tech category and receiving the PCBC Gold Nugget Award for “Most Innovative Housing Concept” and the Best of IBS Award for “Best Home Technology.” As wildfires grow hotter and more frequent, our vision is to give people the tools and strategies to live safely with fire. We’re building a mission-driven team creating real-world solutions in wildfire safety and climate tech. About This Opportunity As a Contracts Administrator, you will run the execution engine behind Frontline’s installer network. Every master subcontract, statement of work, and change order that puts a certified installer on a roof moves through you. Reporting into our Contracts Manager and partnering closely with our Legal Team, you will own the documents that turn signed business into scheduled work. This is a hands-on, substantive contracts role - not a filing job. You will prepare and process subcontracts and SOWs, manage change orders and time-and-materials agreements, chase down and validate compliance paperwork, and keep an ever-growing volume of agreements accurate, current, and audit-ready across multiple states. If you are the person who notices the missing additional insured endorsement before it becomes a problem, and who genuinely enjoys building order out of a fast-moving pipeline, this role will fit you well. Key Responsibilities Installer Subcontract Administration Own installer master subcontracts - Prepare, issue, and administer master subcontract agreements for our installer network from creation through full execution.Manage subcontract redlining - Serve as first point of contact for installer-proposed redlines, resolving standard items directly and escalating substantive changes to the Contracts Attorney.Own SOWs and change orders - Draft, issue, and track installer statements of work and SOW change orders, ensuring scope, pricing, and schedule are accurately captured.Administer subcontract paperwork - Collect, verify, and track W-9s, certificates of insurance, additional insured endorsements, lien waivers, and licensing documentation for every installer. Client, Owner & GC Agreement Support Own direct-client change orders - Prepare and process change orders on direct-client agreements, coordinating with Operations to confirm scope and pricing before issuance.Own time-and-materials agreements - Administer both direct-client and general contractor time-and-materials agreements end to end.Own owner agreements - Prepare and process owner agreements, coordinating with Sales and Operations on property-specific terms.Support the direct-client stream - Act as secondary on direct-client contract creation, redlines, paperwork, NDAs, and homeowner association communication. Compliance Documentation & Records Support corporate compliance - Serve as secondary on registered agent monitoring, annual report monitoring, permitting research and applications, and contractor license tracking.Keep records audit-ready - Maintain organized, current, and complete contract files so any agreement, endorsement, or amendment can be produced on request.Track obligations and deadlines - Monitor insurance expirations, renewal dates, and contract milestones, and flag them before they lapse.Support the legal drive - Partner with the Legal Operations Coordinator to keep shared legal files structured, named consistently, and easy to navigate. Process & Coordination Be the operational hub - Serve as the day-to-day point of contact for installers, general contractors, and internal teams on contract status and documentation.Drive documents to signature - Manage the e-signature process end to end and follow up persistently until agreements are fully executed.Escalate with judgment - Recognize which issues you can resolve and which need the Contracts Attorney or General Counsel, and escalate cleanly and early.Improve the workflow - Identify repetitive manual steps and propose template, checklist, or system changes that reduce cycle time. Qualifications Must-Have: 3-5+ years of contract administration experience, preferably in construction, field services, or a skilled trades environmentHands-on experience preparing and processing contracts, subcontracts, statements of work, and change ordersWorking knowledge of construction compliance documentation: W-9s, certificates of insurance, additional insured endorsements, lien waivers, and prequalification packetsExceptional attention to detail - you catch the wrong entity name, the expired policy, and the unsigned exhibitStrong organizational skills with proven ability to manage high document volume and competing deadlines without dropping itemsClear, professional written communication with external subcontractors, general contractors, and clientsProficiency with Google Workspace and/or Microsoft Office and e-signature platforms such as DocuSign or Adobe SignSound judgment about when to resolve independently and when to escalateAble to work autonomously in a remote-first environment Nice-to-Have Experience in high-growth startups or scaling environmentsExperience utilizing ServiceTitan, Sage Intacct, Procore, or similar construction and field service platformsExperience with contract lifecycle management (CLM) systemsFamiliarity with multi-state contractor licensing or permitting requirementsNCMA certification (CCCM, CFCM, or CPCM) or comparable credentialAssociate’s or Bachelor’s degree in business, legal studies, construction management, or a related fieldExposure to residential construction or homeowner-facing agreements Compensation & Benefits Competitive salary: $80,000 - $95,000 DOECompany-provided cell phone and laptopMedical, Dental, and Vision Insurance401(k) retirement planFlexible time off + 14 paid holidays (yes, your birthday is one of them!)Work-from-home stipend to support your remote setupRemote-first work environment, fostering work-life balance and autonomyCompany-provided equipmentJoin a high-performing, mission-driven team doing work that truly matters And much more! Join Our Mission! If you're excited about building technology that protects homes and families from wildfire disasters, we want to hear from you! Apply today and become part of a fast-growing team with purpose and innovation at its core. Diversity and inclusion are essential values at Frontline. We know we'll do our best and most impactful work when we feel represented, and we belong. We encourage talented people from a wide variety of backgrounds and experiences to apply. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.