Contracts Administrator

Job Summary

The Contracts Administrator supports multiple divisions across California on both public and private works projects, managing all aspects of contract administration from award through closeout. This role is responsible for subcontract issuance and management, subcontractor compliance, change order processing, and maintenance of accurate contract records and databases in close coordination with the Contracts Manager, Finance, and Operations teams.

Essential Duties and Responsibilities

• Review, interpret, and abstract prime contracts to identify key terms, conditions, notice requirements, milestone dates, and insurance and bonding obligations.
• Support the preparation, administration, and processing of prime contract amendments and change orders in coordination with Operations and project management.
• Enforce contractual terms in collaboration with Operations and the Contracts Manager, including environmental, union/labor, and insurance compliance provisions.
• Maintain organized systems of physical and digital contract records, ensuring accurate, accessible, and audit-ready documentation.
• Implement regular contract reviews and audits to ensure consistency, accuracy, and compliance with company policies and applicable regulatory requirements; generate reports to track status and compliance.
• Identify potential contractual risks and elevate to the Contracts Manager with supporting analysis and documentation.
• Prepare, issue, and administer subcontracts and purchase orders from award through project closeout, ensuring proper flow-down of prime contract terms and conditions.
• Process subcontract change orders: confirm scope alignment and contract entitlement, route for internal approvals, and distribute fully executed documents to all parties.
• Collaborate with subcontractors and suppliers to resolve contract-related issues efficiently and document resolutions in the project file.
• Collect, review, and track certificates of insurance (COIs) and additional insured endorsements for all subcontractors and suppliers; verify coverage types, limits, and named insureds against contract requirements throughout project duration.
• Identify expired or deficient insurance coverage and issue timely cure notices; escalate non-compliant subcontractors to the Contracts Manager.
• Verify subcontractor contractor’s license status, classifications, and registration with applicable California agencies (CSLB, DIR) prior to subcontract issuance and as required during the project.
• Administer statutory lien waiver process in connection with subcontractor and supplier pay applications: prepare, issue, and collect conditional and unconditional lien waivers (progress and final) in compliance with California Civil Code requirements.
• Maintain lien waiver logs for each project, ensuring waivers are received and on file prior to processing corresponding payments through accounting.
• Track subcontractor bonds (performance, payment, and license bonds where required) and maintain bond documentation in project files.
• Support audit and closeout activities by ensuring subcontractor compliance files are complete and properly organized.
• Maintain up-to-date contract and subcontract databases, ensuring easy accessibility and retrieval of information across multiple divisions.
• Generate and distribute regular reporting on subcontract compliance standing.
• Utilize Vista by Viewpoint (Trimble) for subcontract entry, change order processing, commitment tracking, and compliance certificate management (preferred).

Qualifications

• Education/Experience: Bachelor’s degree in Construction Management, Business Administration, or a related field preferred. Equivalent experience considered. Minimum 2-4 years of experience in contract administration in a construction, engineering, or related industry. Experience supporting public works projects in California strongly preferred.
• Contract Knowledge: Working knowledge of contract structures and components (AIA, AGC, ConsensusDocs, and custom owner forms). Familiarity with California public and private works requirements, including DIR, CSLB, and California lien law (Civil Code §8000 et seq.).
• Computer Skills: Proficient in MS Office Suite. Vista by Viewpoint (Trimble) experience preferred. Ability to work with contract management and document control systems.
• Interpersonal Skills: Strong written and verbal communication skills; ability to work collaboratively across internal departments and with external subcontractors and vendors.
• Organization: High attention to detail; ability to manage multiple projects and deadlines simultaneously across divisions with varying contract requirements.
• Problem Solving: Ability to identify issues, apply a systematic approach to analysis, and escalate or resolve contract-related matters in a timely manner.

Physical Requirements

• Must be able to read, write, speak, and comprehend English.
• Hearing adequate to perform job duties in person.
• Able to communicate clearly in person and over the telephone.
• Visual acuity adequate to perform job duties and respond to dangerous situations.
• Frequent bending, reaching, standing, walking, squatting, sitting, pushing, and pulling.
• Manual dexterity to operate a keyboard and other electronic devices. Repetitive motions that include the wrists, hands, and/or fingers.
• Able to safely ascend or descend step ladders, stairs, ramps, etc.
• Adjust or move objects up to 20 pounds in all directions without assistance.
• May work in areas where hazardous substances are present.

Salary

$41.15/hr. – $57.60/hr.

Benefits

• Opportunity to be an owner in the company through the Employee Stock Ownership Plan (ESOP), and Stock Purchase Plan (SPP) with discounted price.
• Annual performance bonus opportunities.
• Generous PTO policy.
• 5 group health insurance plans: 2 with HSAs; company pays 95% of employee premium and 85% of dependent premium for Blue Shield Plans, and 95% of the premium for employee and dependents for Kaiser Plans.

CCPA Notice and Privacy Policy

West Valley Construction Company is an equal opportunity workplace and does not discriminate against any protected class. In compliance with California Law, click here for West Valley Construction Company’s California Consumer Privacy Act Notice of Collection and Privacy Policy or visit https://westvalleyconstruction.com/privacy-policy/.