Project, Contracts & Operations Administrator

About the role

The Project, Contracts & Operations Administrator is a key administrative and operational position within the Real Estate & Construction (REC) Department. This position provides comprehensive contract administration, project administration, departmental systems management, office coordination, and executive-level administrative support to the Director of Real Estate & Construction and the department's Project Managers. The position serves as a central point of coordination for REC contracts, project records, internal approval processes, project databases, and administrative workflows. The successful candidate will be highly organized, detail-oriented, proactive, and comfortable managing multiple projects and priorities in a fast-paced architecture, engineering, real estate, and construction environment. Because all Roman Catholic Bishop of Orange employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

Responsibilities

• Prepare, generate, route, track, and maintain consultant agreements, construction contracts, amendments, change orders, related contract documentation, and other project agreements using approved Diocese templates and processes.
• Coordinate contract execution from initial request through review, approval, signature, distribution, insurance/compliance verification, and final closeout.
• Maintain accurate contract logs and monitor pending agreements, expiration dates, insurance certificates, required supporting documentation, and outstanding action items.
• Serve as the REC Department's primary administrative coordinator for the internal project tracking systems, including project intake, routing, status tracking, documentation, approvals, reporting, and ongoing data integrity.
• Monitor project tracking system activity and proactively follow up with parishes, schools, cemeteries, Project Managers, and other stakeholders regarding incomplete submissions, required documentation, approvals, and next steps.
• Administer and maintain the REC project database and related project-tracking systems, ensuring that project information, budgets, schedules, status, contacts, approvals, and key documents remain current and accurate.
• Develop and maintain department-wide tracking tools, dashboards, logs, and reports to provide visibility into active projects, contracts, approvals, deadlines, and department workload.
• Provide administrative project support to Director of Department, multiple Project Managers, including project setup, document control, meeting coordination, meeting minutes, correspondence, bid documentation, proposals, change documentation, invoices, schedules, and project closeout records.
• Assist Project Managers with tracking project budgets, commitments, consultant and contractor invoices, change orders, allowances, and other financial or administrative information associated with projects.
• Coordinate project start-up and closeout documentation, including executed agreements, insurance documents, permits and approvals, warranties, as-built documents, operation and maintenance manuals, and other required records.
• Support procurement and bidding activities by organizing bid documents, maintaining bidder information, coordinating proposal receipt, preparing bid comparison materials, and maintaining procurement records as directed.
• Provide direct administrative support to the Director, including preparation of correspondence, reports, presentations, meeting materials, departmental updates, and special projects.
• Assist the Director with tracking departmental priorities, assignments, deadlines, follow-up items, and information needed for leadership, committee, and governance meetings.
• Coordinate departmental meetings, calendars, conference rooms, agendas, minutes, action-item tracking, and follow-up communications as needed.
• Perform office-management functions for the REC Department, including maintaining shared files and departmental records, coordinating office supplies and equipment, supporting onboarding of new department staff, and helping maintain consistent administrative procedures.
• Serve as a professional point of contact with parishes, schools, cemeteries, diocesan departments, consultants, contractors, vendors, and other outside parties.
• Assist with vendor onboarding and maintenance of required vendor documentation, insurance certificates, licenses, and other compliance records.
• Help develop, document, and improve REC administrative procedures, templates, workflows, filing standards, and quality-control practices.
• Handle confidential, sensitive, and proprietary information with appropriate discretion and professionalism.
• Perform other administrative, project, contract, and departmental support duties as assigned by the Director of Real Estate & Construction.

Requirements

• Minimum of five (5) years of progressively responsible experience in contract administration, project administration, construction administration, office operations, executive support, or a closely related field.
• Demonstrated experience preparing, processing, tracking, and maintaining contracts and related business documentation.
• Advanced proficiency with Microsoft Office, particularly Word, Excel, Access, Outlook, Teams, PowerPoint, and SharePoint or comparable document-management platforms.
• Experience maintaining project databases, workflow systems, document-control systems, or project-management software.
• Strong organizational skills with the ability to manage multiple projects, deadlines, contracts, and competing priorities simultaneously.
• Exceptional attention to detail and commitment to maintaining accurate records and reliable data.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, meeting materials, and contract-related documentation.
• Ability to work independently, anticipate needs, follow through on assignments, and appropriately escalate issues requiring management attention.
• Ability to collaborate effectively with executives, Project Managers, parish and school leadership, consultants, contractors, vendors, and internal departments.
• Demonstrated discretion and sound judgment when handling confidential or sensitive information.

Qualifications

• Associate or bachelor's degree in business administration, construction management, project management, accounting, real estate, or a related field.
• Prior experience in the architecture, engineering, construction (