Contract Administrator

A well-established Bay Area real estate development company is seeking a Contracts Administrator with direct experience supporting architect, engineering, consultant, contractor, and subcontractor agreements within the Architecture, Engineering, Construction (AEC), Construction Management, or Real Estate Development industries.

This long-term contract opportunity is based onsite in San Mateo, CA and will support active commercial and residential development projects. The ideal candidate will have experience administering design and construction-related contracts, including RFQs, RFPs, purchase orders, change orders, insurance compliance documentation, and contract tracking throughout the project lifecycle.

Experience with AIA contracts is strongly preferred.

Key Responsibilities

• Coordinate contract administration activities from project setup through closeout.
• Review, process, and maintain contracts, purchase orders, change orders, and related documentation.
• Assist with drafting, revising, and finalizing construction and consultant agreements.
• Support procurement efforts, including RFQs, RFPs, and bid packages.
• Track contract status, compliance requirements, insurance documentation, and project records.
• Identify contract issues, potential risks, or compliance concerns and escalate as needed.
• Maintain contract tracking systems and ensure accurate project documentation.
• Assist with vendor and consultant onboarding and contract execution processes.
• Prepare monthly client billings and support invoice processing and expense tracking.
• Manage lien waivers, insurance certificates, and subcontractor compliance documentation.
• Organize project files, ensuring records remain accurate, accessible, and audit-ready.
• Support project closeout activities and final documentation collection.
• Collaborate with project managers, accounting teams, legal counsel, subcontractors, and clients to keep contracts, billing, and project deliverables on schedule.

Qualifications

• Bachelor’s degree preferred; equivalent experience will be considered.
• 2+ years of contracts administration experience within the architecture, engineering, construction, or real estate industries.
• Experience supporting RFQ/RFP preparation and vendor onboarding processes.
• Familiarity with drafting and administering design and construction contracts.
• Ability to manage multiple contracts, projects, and deadlines simultaneously.
• Understanding of standard contract terminology and compliance requirements.
• Exposure to AIA contracts, project costing, and billing processes.
• Proficiency in Microsoft Office Suite, Adobe Acrobat, and Procure.
• Strong attention to detail, organizational skills, and accuracy.
• Excellent written and verbal communication skills.
• Ability to prioritize competing deadlines in a fast-paced environment.
• Strong problem-solving abilities, professional judgment, and integrity.
• Self-motivated with a proactive approach and willingness to learn new technologies, including AI-driven tools.

If you are a Contracts Administrator with experience supporting architect, engineering, consultant, contractor, and subcontractor agreements within the construction, architecture, engineering, construction management, or real estate development industries and can commit to working onsite in San Mateo five days per week, we encourage you to apply!