Contract Administrator - 61176343094

Salary: USD $2,000 – $3,000 per month (Exceptional candidates may exceed this range)
Schedule: Full-time | U.S. Business Hours (Central Time overlap preferred)
Location: Remote (LATAM Preferred | South Africa Considered)

Our client is a leading technology and infrastructure company specializing in commercial physical security systems for some of the most recognizable buildings, campuses, and facilities across the United States.

The company designs, deploys, and supports sophisticated security solutions, including enterprise video surveillance systems, access control technologies, integrated security software platforms, and large-scale commercial construction security projects. Their work spans enterprise facilities, commercial developments, and complex construction environments where precision, compliance, and documentation excellence are critical to success.

As the business continues to grow, they are seeking an exceptional Contract Administrator who will become a central figure within their sales, estimating, engineering, and project management workflows.

Every successful project begins with accurate documentation and well-managed processes.

As the business has expanded, proposal administration responsibilities have become distributed across multiple departments, creating opportunities for fragmented documentation, overlooked requirements, and inefficiencies in project handoffs.

This role exists to create structure, accountability, and consistency across proposal administration, contract coordination, document control, and submission readiness. The Contract Administrator will serve as the single owner of these processes, ensuring that every proposal, RFQ, RFP, contract package, and project handoff is complete, compliant, and ready for execution.

This role has a direct impact on:

• Revenue generation
• Proposal win rates
• Operational efficiency
• Risk mitigation
• Project execution quality
• Customer satisfaction

We are looking for a highly organized and detail-oriented Contract Administrator who thrives on creating order from complexity.

This is not a traditional administrative role. You will serve as the operational backbone of the proposal and contract process, coordinating stakeholders across multiple departments and ensuring every submission and contract package is professionally managed, fully compliant, and accurately documented.

The ideal candidate is proactive, process-driven, and comfortable holding others accountable to deadlines and deliverables. While you will not manage people directly, you will manage processes that are critical to the company's growth and operational success.

This role is ideal for someone who enjoys building systems, improving workflows, identifying gaps before they become problems, and taking ownership of highly detail-oriented work.

• Own the administrative lifecycle of RFPs, RFQs, bid packages, client contracts, and commercial security project submissions
• Review incoming bid opportunities and interpret submission requirements
• Create submission checklists and track deliverables and deadlines
• Coordinate with internal stakeholders to ensure all required documentation is complete
• Ensure proposal packages are complete and ready prior to submission

• Serve as the quality-control checkpoint for all outgoing submissions
• Verify required forms, insurance certificates, bonds, drawings, technical submittals, vendor quotes, and supporting documentation
• Ensure all required signatures and submission instructions are completed accurately
• Identify missing requirements and proactively resolve issues before submission

• Review customer contracts and documentation requirements
• Maintain pre-signature checklists and supporting documentation
• Coordinate with internal teams to ensure all prerequisite items are completed
• Facilitate an organized and efficient contract review process

Work closely with:

• Sales Team on opportunity intake and proposal timelines
• Estimating Team on pricing packages, BOMs, and scope alignment
• Engineering Team on technical documentation, drawings, and specifications
• Project Management Team on project handoff packages and startup readiness
• Leadership Team on compliance initiatives and process improvements

• Maintain document integrity and enforce best practices across document management systems
• Manage SharePoint organization, contract storage, proposal retention, and submission archives
• Establish and maintain version control procedures
• Ensure project documentation is organized and easily accessible

• Identify opportunities to improve workflows and reduce administrative risk
• Increase submission accuracy and streamline project handoffs
• Improve document organization and internal accountability
• Continuously refine processes and checklists to improve operational efficiency

• 3–7+ years of experience in Contract Administration, Project Coordination, Proposal Coordination, Bid Administration, Construction Administration, or similar documentation-heavy environments
• Experience managing documentation where accuracy and compliance are critical
• Strong organizational skills and exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to coordinate multiple stakeholders and manage competing deadlines
• Strong sense of ownership and accountability
• Ability to proactively identify risks and solve problems independently
• Comfortable working in fast-paced, cross-functional environments

• Microsoft Office Suite (particularly Excel)
• Microsoft Teams
• SharePoint
• Document management systems
• Experience supporting:
  • Bills of Materials (BOMs)
  • Vendor documentation
  • Proposal submissions
  • Quote management

• Experience with commercial construction projects
• Experience managing RFP/RFQ and bid submission processes
• Exposure to security systems, construction, engineering, infrastructure, or technical services industries
• Experience with compliance documentation and project coordination
• Experience supporting estimating or engineering teams

The ideal candidate is:

• exceptionally detail-oriented and process-driven
• highly organized and comfortable managing complexity
• proactive and naturally takes ownership
• confident following up and holding stakeholders accountable
• skilled at building systems and creating structure
• a strong written communicator
• someone who takes pride in precision and operational excellence
• comfortable identifying risks before they become problems

• Proposal packages are consistently complete and compliant
• Submission errors are significantly reduced
• Contract documentation is organized and easily accessible
• Project Managers receive complete and accurate handoff packages
• Internal teams trust and rely on the process
• Leadership has greater visibility into proposal status and documentation quality
• The business wins more opportunities with less administrative friction

This is one of the most operationally important roles within the organization. The successful candidate will become the gatekeeper of quality, compliance, organization, and process across every major opportunity the business pursues.

This role offers long-term growth potential within a rapidly growing technology and infrastructure company where exceptional execution directly contributes to business success.