Contracts Project Coordinator

About the role

The Contracts Project Coordinator is responsible for assisting with contract administration across new projects/job setup, subcontracting, purchase orders, change management, pay applications, subcontractor payments, bonding, DBE compliance, project closeout, and year-end audit tasks. This role ensures consistency, accuracy, and compliance with company standards and owner requirements.

Responsibilities

• New Project Contract Administration/Job Setup: Downloads data from Spectrum and compares it with vendor quotes, assigns subcontract numbers and imports subcontract items, reviews and distributes wage order summaries, and collects all necessary contract‑related documents
• Subcontractor Contract Administration: Reviews prime contract terms for downstream application, creates SharePoint folders and Schedule A links, prepares the Schedule of Values and billing items, reviews and amends subcontract documents, negotiates subcontract terms, prepares sample insurance certificates and verifies limits, and tracks subcontract execution.
• Purchase Orders: Reviews pricing, quantities, dates, and terms, and sends out and countersigns purchase orders.
• Change Management: Collects and reviews field change orders, validates Spectrum entries against Owner Change Orders, and imports Change Requests into Spectrum.
• Owner Pay Applications: Prepares, prints, and labels payment applications, compares them with Spectrum data, enters payment applications into Spectrum, and tracks payments in spreadsheets.
• Subcontractor Payments: Prints and stores subcontract payment worksheets, compares worksheets to owner pay applications and subcontractor billings, documents payment notes for clarity and accuracy, and ensures no overpayments occur on individual pay items.
• Bond Review: Reviews and approves bond invoices, requests final consent of surety, and prepares contract status reporting for bond reviews.
• DBE Compliance: Reviews DBE participation goals, tracks participation and project progress, and reports DBE fuel purchases and hauler distributions.
• Project Closeout: Resolves quantity and payment disparities, collects final lien waivers, and submits prevailing wage affidavits along with the DBE final report.
• Year-End Audit: Prepares contract status confirmations, updates the warranty summary, and creates contract briefs for auditors.

Qualifications

• Bachelor's degree in business or similar degree. OR 4+ years' experience in an administrative role, contract administration preferred
• Background in construction or related industry strongly preferred.
• Proficient in Microsoft Excel and Word.
• Familiarity with Spectrum, SharePoint, or similar ERP/document management systems preferred.
• Strong attention to detail and organization skills required.
• Solid math and analytical ability.
• Clear written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines effectively.