Contracts Administrator - Willis - PurgeRite

Description

Fair Labor Standards Act (FLSA): (Exempt/Non-Exempt): Exempt
Position Overview:
The Contracts Administrator provides essential administrative support across the full range of project documentation, vendor onboarding, and CIP enrollment tasks. This role ensures that all legal, insurance, and compliance materials are accurately collected, organized, tracked, and communicated to internal teams and external stakeholders. Working closely with Project Management, Safety, Operations, and our insurance partners, the Contracts Administrator helps maintain project readiness and adherence to requirements. The ideal candidate is detail-driven, organized, and proactive in supporting smooth project execution.
Key Responsibilities:
Digital Documentation & Records Management

• Create and maintain organized digital project folders with all required documentation.
• Collect, track, and distribute standard Certificates of Insurance (COIs); coordinate with insurance brokers as needed.
• Maintain logs for subcontracts, MSAs, NDAs, CIP documents, vendor enrollments, bonding, and permitting.
• Ensure accurate filing and accessibility of all legal and compliance documents.

Vendor & Subcontractor Enrollment

• Coordinate setup and onboarding of vendors and subcontractors.
• Collect and verify required documentation (insurance, compliance forms, certifications, safety training).
• Coordinate with Quality, Safety, and Project Management to ensure vendors meet all requirements.

Controlled Insurance Program (CIP) Support

• Verify project eligibility for CIP programs and identify required CIP type.
• Review contractor CIP manuals and flag potential concerns for internal review.
• Ensure subcontractors receive all CIP bid instructions and enrollment documentation.
• Gather and verify insurance policy details, rating pages, and deductibles.
• Support communication of CIP safety requirements to internal teams.

Communication & Internal Coordination

• Maintain clear communication with Project Management, Safety/Ops, Finance, and external stakeholders.
• Respond to COI, enrollment, and documentation requests from clients and subcontractors.
• Provide administrative support to contract and project teams to meet deadlines.

Requirements
Preferred Qualifications:

• 2-4 years of experience in construction administration, project coordination, risk management, or a related administrative role.
• Strong proficiency in Microsoft Excel, Word, Outlook, and comfort learning new software tools.
• High attention to detail with excellent organizational and record-keeping skills.
• Strong communication skills and the ability to work effectively with internal teams, subcontractors, vendors, and insurance partners.
• Proven ability to manage multiple tasks, meet deadlines, and stay proactive in fast-moving environments.
• Familiarity with Certificates of Insurance (COIs), vendor onboarding processes, or CIP programs is a plus.
• Basic understanding of contracts, insurance requirements, or construction industry terminology is helpful but not required.