Contract Administrator

Job Details

Job Location: Central Support Office 011 - Memphis, TN

Position Type: Full Time

Salary Range: Undisclosed

Travel Percentage: None

Job Shift: Day

Job Category: Admin - Clerical

Description

Position Summary:

The Contract Administrator will be responsible for managing contract workflows from award through closeout, ensuring compliance with project requirements, and supporting financial processes including billing and collections. This role requires strong attention to detail, working knowledge of construction documentation, and the ability to interface with general contractors, internal teams, and external stakeholders.

A current Notary Public commission is required to assist with notarized documentation submissions and lien waivers.

Key Responsibilities:

• Contract Administration

• Maintain organized records of executed agreements and required documentation

• Billing & Collections

• Prepare and submit monthly pay applications (AIA format and customer-specific)

• Track approvals and coordinate with project management to confirm billing percentages

• Monitor outstanding receivables and proactively follow up with clients on overdue invoices

• Support collections efforts through documentation, communications, and escalation tracking

• Compliance Management

• Maintain insurance certificates, subcontractor COIs, and vendor onboarding documentation

• Track and process lien waivers, notarize documentation, and ensure timely submission to GCs

• Ensure compliance with project-specific requirements including certified payrolls and vendor portals

• Track notice and lien deadlines to preserve lien rights in all applicable states

• Ensure lien waivers align with billing and payment status to mitigate risk

• Cross-Functional Collaboration

• Partner with the Project Management, Accounting, and Legal teams to drive accuracy and accountability

• Coordinate with project management and accounting to resolve documentation gaps

• Support closeout package compilation and final contract reconciliation

Qualifications

• Qualifications:

• 3-5 years of experience in contract administration, preferably in the construction

• Strong understanding of construction contracts, pay applications, lien waivers, and compliance documentation

• Experience with billing and accounts receivable processes; familiarity with retainage and progress billings

• Excellent organizational and communication skills

• Ability to handle sensitive documentation and meet strict deadlines

• Proficiency in Microsoft Office Suite and project management or ERP systems (e.g., Salesforce, Procore, Textura, GC Pay)

• Active Notary Public commission (or ability to obtain immediately upon hire)

• Preferred Qualifications:

• Familiarity with AIA billing formats and GC pay portals

• Prior experience working with trade contractors, particularly glass & glazing

• Knowledge of lien laws, subcontractor compliance requirements, and insurance certificate tracking

Binswanger Glass offers clients glass and glazier solutions that will help restore, transform and increase the beauty of their home or commercial property. We use our 150 years of experience in the industry to provide proficient project management, expert installation, and productive teamwork to assist clients with their needs. Originally founded in 1872, Binswanger Glass is headquartered in Memphis, TN and is the largest retailer and installer of Architectural Glass and aluminum products within the construction and residential markets in the United States.

Best in Glass Benefits

Binswanger Glass offers a comprehensive benefits package for all full-time employees:

• Industry-leading Compensation
• Medical, Dental, and Vision Insurance Plans
• 401K with employer match
• 100% Company-paid Short-Term Disability and Life Insurance
• Supplemental Life Insurance and additional Voluntary Benefits
• Personal Health Advocate
• Employee Assistance Program
• Tuition Reimbursement
• Generous Paid Time Off (PTO) including 9 annual holidays
• Daily Pay

EEO/AA Employer/F/M/disabled/veterans