Contracts Administrator

Responsibilities

• Cook up the preparation, circulation, and finalization of service agreements, confidentiality agreements, work orders, change documents, and other commercial records.
• Keep tabs on the accuracy of tracking tools for contracts from initial request through execution, updates, renewals, and closeout activities.
• Keep an eye out for key dates, pending actions, and document milestones to help teams stay ahead of renewals, expirations, and follow-up requirements.
• Organize and store executed agreements and supporting files within designated document management and billing platforms like SharePoint and Procore.
• Facilitate document routing among internal departments and external partners, ensuring comments, revisions, and attachments reach the appropriate stakeholders.
• Support project teams by keeping contract files complete, current, and easy to retrieve for active energy and infrastructure projects.
• Aid in collecting required documentation such as insurance certificates, lien waivers, approvals, exhibits, and related compliance materials.
• Track approval progress within workflow systems, follow up on outstanding items, and elevate delays or missing authorizations when necessary.
• Prepare and maintain status reports, document logs, and audit-ready records while safeguarding sensitive commercial and legal information.

Requirements

• Experience supporting contract administration, document control, or commercial records management in a structured business environment.
• Working knowledge of contract lifecycle activities, including drafting support, routing, execution tracking, amendments, and renewals.
• Strong ability to manage large volumes of documentation with strong accuracy, organization, and attention to detail.
• Proficiency with document repositories and collaboration tools such as SharePoint, Procore, and Microsoft Teams.
• Excellent coordination and communication skills for working across procurement, legal, engineering, construction, finance, and project teams.
• Ability to track deadlines, monitor approval progress, and follow established procedures without direct contract signature authority.
• Understanding of contract-related documentation such as service agreements, change orders, insurance records, and supporting exhibits.
• Experience in energy, natural resources, construction, or infrastructure environments is preferred.