Contract Administration Manager-

Overview

This Contract Administration Manager role leads the review and administration of project contracts, ensuring subcontract agreements, prime contracts, and general contractor terms are reviewed, negotiated, and enforced in alignment with organizational standards and legal requirements. The position manages the full contract-to-cash lifecycle, including contract review, bonds and prequalification, insurance and wrap-up programs, project billing, collections, and lien rights compliance. It also leads and develops the contract administration team, administers departmental systems, and drives continuous improvement to support healthy cash flow and reduce risk.

Responsibilities

Contract Review & Risk Management

• Oversee the Contract Review Team’s review of subcontract agreements, prime contracts, master agreements, and vendor/supplier terms and conditions for accuracy, completeness, and risk exposure.
• Identify, flag, and support negotiation of 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 markup contract documents; track revisions and coordinate with project management and legal through 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 manage 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, covering the 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, including stored-materials billing, sales tax, MWBE/HUB, sworn statements, and certified payroll.
• Support resolution of 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 manage 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, including 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.

Required Qualifications

• Experience leading contract administration activities across the contract-to-cash lifecycle, including contract review/risk management, insurance/bond administration, billing/pay applications, collections/AR, and lien rights compliance.

Preferred Qualifications

• Experience administering OCIP/CCIP/LSIP insurance wrap-up programs.
• Experience working across multiple project billing systems and platforms, including GC Pay, Textura, Procore, Siteline, and Salesforce.
• Demonstrated leadership experience mentoring and developing contract administration teams.

Compensation & Benefits

• Not specified in the provided job description.

Location

• Not specified in the provided job description.