Join our team as a Contract Administrator and play a key role in supporting contract execution, project financials, billing, and daily office operations. This position works closely with our management team to ensure accurate documentation, timely invoicing, and smooth administrative workflow.

What You’ll Do

• Prepare and process job proposals, submittals, contracts, and change orders
• Manage subcontractor agreements, purchase orders, and project documentation
• Track insurance certificates, compliance documents, and tax forms
• Support contract reporting requirements, including certified payroll

Project Financial Support

• Maintain project budgets and job cost reports
• Track contract changes and update job financials
• Analyze budget-to-actual variances and resolve discrepancies
• Prepare and distribute Work in Progress (WIP) and job cost reports

Billing & Accounts Receivable

• Generate accurate invoices based on contract terms
• Prepare AIA billings, service invoices, and T&M billing
• Maintain detailed billing records and client communication logs
• Assist with collections and follow-up on outstanding invoices

Office & Operational Support

• Provide backup support for accounts payable and service dispatch
• Answer phones and assist with front-office inquiries
• Coordinate scheduling and general administrative needs

What You Bring

• 3+ years of experience in office administration, contract administration, or accounts receivable
• Strong organizational skills and exceptional attention to detail
• Excellent problem-solving and communication abilities
• Proficiency in Microsoft Office (Excel – intermediate, Word)
• Ability to handle confidential information with discretion

Preferred Qualifications

• Experience in the construction industry
• Experience with accounts receivable or project-based billing

Bonus Qualifications

• New York Notary Public certification

Work Environment

• This is a fully in-office role with no remote work or travel required.

Pay: $26.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Work Location: In person