Contract Administrator

The Contract Administrator is responsible for overseeing the administration, review, interpretation, and compliance of contractual agreements and related documentation for Howard Companies. This position exercises independent judgment in evaluating contract terms, identifying contractual and financial risks, resolving discrepancies, coordinating corrective action, and ensuring that contractual obligations are appropriately documented and monitored.
Ensure all your application information is up to date and in order before applying for this opportunity.
The Contract Administrator works collaboratively with Sales, Preconstruction, Transportation, Project Management, Accounting, subcontractors, brokers, and other business partners to support the company's contractual and operational objectives. The position is responsible for evaluating contract documentation, monitoring compliance requirements, reviewing proposed changes, identifying potential financial exposure, and recommending appropriate courses of action within established company policies and delegated authority.This position also oversees contract documentation processes, supports project financial controls, coordinates contract closeout activities, and identifies opportunities to improve internal procedures, documentation standards, and contract administration practices.Duties and Job Functions1. Contract Review, Evaluation, and AdministrationIndependently review customer contracts, signed proposals, purchase orders, subcontractor agreements, and related documents to evaluate completeness, consistency, and alignment with approved pricing, scope of work, project schedules, and company requirements.Analyze contractual terms and identify discrepancies, unusual provisions, potential financial exposure, conflicting obligations, and other matters requiring resolution.Evaluate contract documentation to determine whether additional information, clarification, revisions, or approvals are necessary before proceeding.Coordinate the resolution of routine contractual discrepancies with Sales, Preconstruction, Transportation, Project Management, Accounting, and external business partners.Exercise delegated authority to resolve routine contract administration issues and determine when matters require escalation to management or legal counsel.Review purchase orders received through customer and contractor portals and compare applicable terms against approved proposals and company commitments before acceptance, within established authority.Establish and maintain contract administration procedures to promote consistency, accuracy, accountability, and compliance across Howard Asphalt and Howard Transport.Monitor contract milestones, completion dates, documentation requirements, and outstanding obligations to support timely performance and project completion.Evaluate the adequacy of contract files and supporting documentation and direct corrective action when deficiencies are identified.2. Contract Compliance and Risk ManagementMonitor contractual requirements applicable to customers, subcontractors, brokers, and other business partners.Identify potential compliance concerns involving insurance documentation, tax exemption certificates, purchase orders, contract approvals, project documentation, and other contractual requirements.Oversee the tracking and resolution of outstanding Certificates of Insurance (COIs) for brokers and other applicable business partners.Evaluate documentation deficiencies and determine appropriate corrective steps within established policies and delegated authority.Coordinate with management and relevant departments regarding material contractual risks, unresolved obligations, and exceptions to company procedures.Maintain appropriate records of contract approvals, revisions, correspondence, and supporting documentation to facilitate accountability and audit readiness.Recommend improvements to contract review procedures, documentation requirements, and internal controls to reduce errors and minimize contractual and financial risk.Support the consistent application of company contract administration standards across divisions.3. Change Order and Scope ManagementReview proposed contract change orders to evaluate changes in scope, pricing, completion dates, supporting documentation, and potential financial or operational impact.Analyze change order information for consistency with the original contract, approved proposal, project requirements, and applicable pricing documentation.Identify missing information, pricing discrepancies, and changes requiring additional review or approval.Coordinate with the Director of Preconstruction, Sales Department, Project Management, and other appropriate personnel to obtain necessary information and resolve discrepancies.Develop recommendations regarding contract revisions and change order processing based on the information available and the position's delegated authority.Ensure approved change orders are appropriately documented and communicated to designated personnel for entry into HCSS, ComputerEase, and other applicable systems.Maintain oversight of outstanding change orders and follow up on unresolved items that may affect project billing, profitability, or closeout.Escalate material pricing disputes, unusual contract provisions, and significant financial exposure to the appropriate management personnel.4. Subcontractor and Vendor Contract AdministrationEvaluate subcontractor pricing and supporting documentation for completeness, consistency, and alignment with project requirements.Identify discrepancies between subcontractor quotes, approved project pricing, purchase orders, and contractual commitments.Coordinate the preparation and administration of subcontractor purchase orders and related contractual documentation.Review subcontractor invoices and supporting records for consistency with approved purchase orders, contract terms, and applicable work documentation.Investigate discrepancies involving subcontractor billing, missing documentation, or contract requirements and coordinate resolution with the appropriate departments.Coordinate with Sales and Project Coordination personnel to support accurate and timely billing for subcontracted work.Evaluate recurring administrative issues involving subcontractors and recommend improvements to documentation, communication, and processing procedures.Maintain organized records of subcontractor agreements, pricing documentation, purchase orders, approvals, and related correspondence.5. Project Financial Controls and Contract CloseoutReview contract-related financial documentation to identify discrepancies that may affect project billing, revenue collection, or closeout.Coordinate with Accounting and Collections to investigate contract-related billing questions, payment discrepancies, and outstanding documentation.Evaluate project records to identify unresolved change orders, outstanding contractual obligations, and documentation deficiencies before project closeout.Coordinate with designated management and accounting personnel regarding completed projects requiring final review or closure.Support year-end contract and project reconciliation by identifying outstanding items and recommending appropriate corrective action.Review transportation-related billing documentation, including broker invoices, intercompany billing records, and supporting transportation tickets, to identify discrepancies and coordinate resolution.Monitor the completeness and accuracy of broker documentation and coordinate the resolution of outstanding invoices or statement discrepancies.Provide management with information regarding recurring contract administration issues, documentation gaps, and opportunities to strengthen project financial controls.Required Skills and AbilitiesStrong analytical skills and attention to detail, with the ability to evaluate complex documentation and identify contractual inconsistencies.Ability to interpret and apply established contract terms, company policies, and documentation requirements.Demonstrated ability to exercise independent judgment, evaluate alternatives, resolve problems, and make recommendations on matters affecting company operations.Strong organizational and time-management skills, including the ability to manage competing priorities and contractual deadlines.Excellent written and verbal communication skills.Ability to coordinate effectively with internal departments, customers, subcontractors, brokers, and other external business partners.Strong problem-solving skills and the ability to investigate discrepancies and follow issues through to resolution.Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.Ability to learn and effectively use construction management, project management, and accounting systems, including Pavement Layers, ComputerEase, and HCSS.Ability to develop, document, and improve administrative procedures and internal controls.Ability to handle confidential information and exercise sound judgment when escalating sensitive or significant contractual matters.Required Education and ExperienceHigh school diploma or equivalent required.Three to five years of experience in contract administration, construction administration, project coordination, procurement, or a related field required.Experience reviewing customer contracts, subcontractor agreements, proposals, purchase orders, change orders, or other contractual documents preferred.Experience in the construction, asphalt paving, transportation, or heavy civil industry preferred.Experience with construction management and accounting systems preferred. xzbcwsv Demonstrated ability to independently evaluate documentation, resolve discrepancies, coordinate compliance requirements, and recommend corrective action preferred.