Contract Administration Manager

Position Overview

The Contract Administration Manager leads the review and administration of the company’s project contracts, ensuring that subcontract agreements, prime contracts, and general contractor terms are carefully reviewed, negotiated, and enforced in alignment with company standards and legal requirements. The role oversees the full contract-to-cash lifecycle—contract review, bonds and prequalification, insurance and wrap-up programs, project billing, collections, and lien rights compliance—while leading and developing the contract administration team, administering the department’s systems, and driving continuous improvement. It plays a key role in supporting healthy cash flow and minimizing risk through disciplined contract, insurance, lien, and billing practices.

Key Responsibilities

Contract Review & Risk Management

• Oversee Contract Review Team: Team reviews subcontract agreements, prime contracts, Master agreements and vendor/supplier terms and conditions for accuracy, completeness, and risk exposure.
• Identify, flag, and help negotiate high-risk provisions—including indemnification, insurance requirements, payment terms (pay-when-paid / pay-if-paid), flow-down clauses, retainage, scope, warranty, liquidated damages, and tariff exposure.
• Redline and mark up contract documents, tracking revisions and coordinating with project management and legal through to execution.
• Maintain contract review standards, checklists, playbooks, and decision matrices to ensure consistent, defensible review; serve as the escalation point for contract review issues.

Bonds, Prequalification & Insurance Programs

• Oversee bid, payment, and performance bond requests and the prequalification process for new and existing work.
• Administer OCIP / CCIP / LSIP (owner- and contractor-controlled and legacy wrap-up) insurance programs, including deduct tracking, calculators, and monthly reporting.
• Review insurance requirements against contract terms and manage COI requests, evidence of insurance, and endorsements.
• Maintain contractor’s license compliance and related registrations across operating states.

Team Leadership & Talent Development

• Lead, mentor, and develop the contract administration team.
• Manage onboarding, training, annual objectives, 30/60/90-day expectations, weekly one-on-ones, and bi-weekly touch-bases.
• Serve as the escalation point for contract billing, collections, and review issues.
• Deliver cross-departmental training to Project Managers and Estimators (bond process, Salesforce contract activation, stored material, and prequalification).
• Partner with project management, accounting, and legal to align on best practices and compliance protocols.

Billing, Project Setup & Change Orders

• Oversee new-project billing setup across GC Pay, Textura, Procore, and Siteline, including schedule-of-values setup.
• Ensure timely and accurate submission of monthly pay applications (AIA format and custom/portal forms).
• Manage change-order processing and pay-application revisions.
• Oversee specialized and statutory billing compliance—stored-materials billing, sales tax, MWBE/HUB, sworn statements, and certified payroll.
• Assist in resolving billing disputes by reviewing contract terms and project documentation.

Collections, AR & DSO Strategy

• Own accounts-receivable strategy and drive Days Sales Outstanding (DSO) reduction targets.
• Lead the weekly Top 50 collections review and the aging-escalation cadence.
• Run a structured proactive outreach program with top general contractors to surface billing and payment issues early.
• Oversee retainage collections and shared-inbox maintenance.

Compliance, Lien Rights & Closeout

• Manage internal lien rights processes across multiple states—preliminary notices, deadlines, and lien waivers (conditional/unconditional), including notarization.
• Oversee vendor/supplier lien releases and waiver requests.
• Manage project closeout, including final waivers and closeout documentation.
• Ensure insurance certificates, subcontractor compliance documents, and legal paperwork are current and stored.

Systems Administration, Process & Continuous Improvement

• Serve as system administrator for GC Pay and Textura (Service Center) and own the contract side of Salesforce, Siteline, Procore, Gaviti, and LinkSquares.
• Lead a formal Continuous Improvement (CI) program with documented, tracked hours-saved targets.
• Maintain the team’s documented work-procedure (SOP) library to an 80/20 usability standard.
• Track key metrics (e.g., billing timeliness, waiver compliance, aging receivables), report weekly KPIs, and lead continuous-improvement reviews with leadership.