Contract Administrator

McMillen Jacobs Associates Shoreline, WA
McMillen Jacobs Associates is currently seeking a Project/Contract Administrator to act as a key player in supporting the daily operations of our underground project teams. The duties include coordinating the administrative duties of small and large contracts with specific attention to contract-required formwork, subconsultant coordination and invoice package preparation and support. This position performs mid-level accounting activities and interfaces with project managers and office leaders on a regular basis. This position also may include general office support when not supporting projects.


* Prepare complete invoice packaging as necessary for monthly billings in format(s) acceptable to client and according to division policies and procedures

* Coordinate with multiple subconsultants on large contracts in order to:

* Obtain subconsultant invoices on schedule

* Ensure accuracy of invoices according to contract terms and resolve discrepancies within billing cycle

* Review subconsultant and internal expenses for contract compliance and prepare associated paperwork

* Develop and review monthly estimated billing reports for progress tracking

* Liaise between subconsultants and client for administrative and technical issues related to billing, etc.

* Prepare paperwork necessary for the performance of the contract including: new staff, billing forms, expense forms, payment reports

* Assist project managers in monitoring project metrics (knowledge of Excel, ability to learn/build spreadsheets including troubleshooting is required)

* Prepare correction reports as required by client

* Coordinate with internal and external team members

* Coordinate with project managers on setting up subconsultant agreements

* Coordinate and correct deficiencies between timecards and client-based tracking methods

* Prepare and control contract administration documents

* Perform other duties as needed including general office support


* Bachelor's degree preferred (Associates Degree will be considered);

* 4+ years of administrative experience in a professional services firm;

* Computer knowledge: Microsoft Office Suite including strong Excel skills with the ability to use formulas;

* Familiarity with billing protocols with Deltek Vision experience preferred;

* Attention to detail and organized;

* Self-motivated;

* Ability to prioritize multiple deadlines;

* Good written and verbal communication skills;

* Great customer service skills;

McMillen Jacobs Associates is an EEO/Affirmative Action Employer and will make all employment related decisions without regard to race, color, religion, sex, national origin, disability or protected veteran status.

McMillen Jacobs is a full-service environmental, engineering, and self-performing construction firm in the water resources, hydropower, fisheries, transportation, and heavy civil underground markets. Through our 21 offices and over 430 staff members, we offer design, construction management, and construction services.

For more company information and to apply online, please visit our website at

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