Job Description:
The Contracts Administrator is responsible for preparing, reviewing, processing, analyzing, and tracking of subconsultant contracts, revisions, and contractual correspondence for the company. This position ensures that all contractual terms are processed in a timely and accurate manner and ensures compliance with the established guidelines and procedures. In addition, this position coordinates and communicates agreements with internal and external customers as appropriate.
Essential Job Duties and responsibilities:
Contracts Administration/Insurance
Sets up and monitors, contract lifecycle activity in the appropriate tracking system
Processes, reviews and coordinates contracts, amendments, exhibits and correspondence for various types of subconsultant agreements
Creates subconsultant agreements within the guidelines of Ghafari’s policies
Reviews potential new subconsultants to determine if they are qualified based on proper insurance coverage for the project requirements
Track subconsultant contracts and insurance information
Reviewing and analyzing letters, contracts, and legal documents to ensure compliance with Ghafari's guidelines for contract review, corporate policies and project requirements.
Ensures activity/contracts have been properly authorized and that all terms and conditions are accurately captured in the appropriate tracking system
Responds to requests from internal and external customers and ensures all appropriate actions are taken and/or communicated to the appropriate personnel accurately and timely
Maintains contracts database and monitoring agreement expiration dates.
Review annual insurance renewal lists from insurance carrier and distributes Certificates of Insurance as appropriate
Perform other duties as assigned
Business Licenses (Assist as needed)
Obtain business licenses as requested by branches for service orders and contracts
Maintain business license log
Calculate and renew annual, semi-annual, and quarterly business licenses
Employment Qualifications
Education/Experience:
Bachelor’s degree in Accounting, Finance, Business Administration or related field preferred
2+ years providing administrative support in a contract environment (construction industry preferred)
Skills, Knowledge & Abilities
Proficient in Software/Computer programs and equipment. Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
Experience with Deltek software preferred
Experience with AIA contracts software preferred
Ability to work with highly sensitive and confidential materials and the ability to maintain confidentiality in all situations
Detailed oriented, with a high degree of accuracy
Excellent organizational skills
Excellent communication skills, both written and verbal
Ability to work accurately and quickly in a fast pace environment
About Us
At Ghafari Associates, we don’t just design buildings—we help shape the future of the industries we serve. As a global leader in architecture, engineering, and consulting, we partner with clients to deliver forward-thinking solutions that transform how people work, manufacture, and connect.
Our strength lies in our people. We bring together curious minds, technical experts, and creative problem-solvers who thrive on collaboration and innovation. Whether supporting major industrial programs or advancing federal and commercial projects, our teams are empowered to make a meaningful impact—both for our clients and within our communities.
We are committed to investing in our employees’ financial, physical, and emotional well-being, as well as their professional growth. Through robust training, licensure support, internships, mentorships, and tuition reimbursement, we provide the resources our people need to build rewarding careers while making a lasting difference in the communities we are proud to call home.
Ghafari Associates is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all applicants and employees without…