Contract Administrator

Description

Why This Role Exists

The Contract Administrator supports the disciplined execution of Blue Heron’s integrated design-build process by ensuring contracts, client options, compliance documentation, and related purchasing records are complete, accurate, timely, and aligned across the organization.

Working within Purchasing, this role serves as an important administrative and coordination point between Sales, Architecture, Interior Design, Estimating, Purchasing, Accounting, Construction, trade partners, consultants, and vendors. The Contract Administrator helps translate approved scope, pricing, and client decisions into reliable contractual documentation and downstream information so teams can execute with clarity.

Core Accountabilities

Contract Administration & Execution

• Prepare, issue, track, and maintain subcontract agreements, professional service agreements, amendments, exhibits, and other assigned contractual documents to support timely project execution.
• Review contract packages for completeness and accuracy, confirming that approved scope, pricing, schedule of values, exhibits, and applicable terms and conditions are properly reflected before execution.
• Coordinate contract execution across Purchasing, trade partners, consultants, vendors, Accounting, and company leadership to maintain visibility, accountability, and timely completion.
• Identify contractual inconsistencies, missing information, or potential risks and elevate them promptly to the appropriate Purchasing leader or legal resource for resolution.
• Support Purchasing in clarifying subcontractor and vendor scopes and resolving contractual or administrative discrepancies before they create downstream cost, schedule, or execution issues.

Client Options & Selections Coordination

• Coordinate assigned client options and selections from initial request through pricing, approval, documentation, and release, ensuring decisions are incorporated before required project milestone dates.
• Maintain a reliable source for options information, ensuring descriptions, specifications, pricing, approvals, plan applicability, and supporting documentation are complete and consistent.
• Verify approved options are accurately reflected across applicable contracts, change orders, budgets, purchase orders, and construction documents.
• Collaborate across Sales, Design, Estimating, Purchasing, Accounting, and Construction to communicate option status, resolve discrepancies, and prevent downstream scope, cost, or schedule impacts.

Trade Partner & Vendor Compliance

• Verify subcontractors and vendors provide required onboarding and compliance documentation, including insurance certificates, licenses, tax documents, bonds, and other required records before work begins.
• Track outstanding and expiring compliance requirements and drive timely resolution with trade partners, vendors, and internal stakeholders.
• Escalate compliance gaps that could expose Blue Heron to contractual, financial, or operational risk.

Documentation, Controls & Process Improvement

• Maintain complete, accurate, and organized electronic contract files, including executed agreements, correspondence, approvals, exhibits, compliance records, and supporting documentation.
• Protect confidential company, client, financial, contractual, and project information through disciplined document handling and appropriate access.
• Assist in maintaining and improving contract templates, standard exhibits, scopes of work, trackers, and contract-administration procedures to increase consistency, accuracy, and efficiency.
• Support additional Purchasing priorities that contribute to the successful execution of Blue Heron projects and the effectiveness of the integrated design-build process.

What Success Looks Like

Success means Purchasing and downstream teams can rely on contract and options information as accurate, complete, current, and actionable. Agreements move through execution without preventable administrative delays, required compliance documentation is in place before work begins, and approved client decisions are communicated and incorporated before they affect procurement or construction milestones.

The Contract Administrator anticipates gaps rather than simply processing paperwork. Discrepancies in scope, pricing, documentation, or approvals are identified early and driven toward resolution with the appropriate stakeholders. Contract files withstand internal review because documentation is organized, traceable, and complete.

How This Role Sets Others Up for Success

The Contract Administrator supports teams by providing dependable contract administration, documentation, and follow-through. The role enables Accounting to work from accurate contractual and pricing information; gives Construction confidence that trade partners are appropriately contracted and compliant; and helps Estimating, Architecture, Interior Design, and Sales maintain alignment between approved client decisions and project documentation. For trade partners, consultants, and vendors, the role provides clear communication regarding documentation, execution, and compliance requirements. 

How Performance Is Measured

• Contract and amendment accuracy and completeness at issuance and execution.
• Percentage of assigned agreements executed within required project and Purchasing timelines.
• Timeliness and accuracy of client option tracking, documentation, and downstream release.
• Accuracy and consistency of option information across contracts, budgets, purchase orders, change orders, and construction documentation.
• Trade partner and vendor compliance documentation completed before commencement of work.
• Frequency of preventable contract, scope, pricing discrepancies requiring downstream correction.
• Completeness, organization, and audit readiness of electronic contract and supporting files.

Requirements

Capabilities Required

• Strong attention to detail and ability to identify inconsistencies across complex documents and data.
• Working knowledge of construction contracts, subcontracts, professional service agreements, change documentation, and scopes of work.
• Understanding of purchasing, procurement, and construction workflows.
• Ability to interpret scope, pricing, schedules of values, exhibits, and contractual requirements.
• Strong organizational skills with the ability to manage multiple contracts, options, deadlines, and stakeholders concurrently.
• Effective cross-functional communication and coordination.
• Sound judgment regarding when to resolve an issue independently and when to escalate risk.
• Ability to maintain accurate trackers, records, and electronic document systems.
• Strong written communication and professional correspondence skills.
• Proficiency with applicable business, document management, and Microsoft Office applications.
• Discretion in handling confidential client, company, financial, and contractual information.
• Process-improvement mindset with an emphasis on accuracy, consistency, efficiency, and accountability.
• Ability to work effectively in a fast-moving, integrated design-build environment.

How This Role Shows Up (Blue Heron Expectations)

The Contract Administrator operates with ownership, precision, and an enterprise mindset. The role recognizes that a contract, option, or compliance item is not complete simply because it has been processed; it is complete when the information is accurate, appropriately approved, communicated to the people who depend on it, and positioned to support successful execution.

This role builds trust through reliable follow-through, raises concerns early, and works across functional boundaries to solve issues at their source. The Contract Administrator protects the integrity of Blue Heron’s processes and information while balancing urgency with disciplined attention to detail.