Job Description

WHAT WE NEED:

Contract Administrator

We are seeking a detail-oriented and highly organized Contract Administrator to support our Contracts and Compliance Department. This role is responsible for maintaining accurate records and documentation, tracking client and subcontractor compliance, and managing digital workflows across platforms such as SharePoint, Adobe, and Microsoft Office Suite.

The ideal candidate will have experience working in a legal or regulatory environment and be proficient in managing complex documentation processes, with the ability to collaborate professionally across internal departments and external vendors.

Responsibilities:

• Assist in reviewing, formatting, and finalizing contracts, purchase orders, subcontracts, and other legal documents.
• Maintain and update contract templates; support contract drafting using pre-approved language.
• Monitor status of contracts, subcontracts, and renewals to ensure timely execution and archiving.
• Conduct initial contract reviews for compliance with company standards and flag discrepancies.
• Maintain well-organized electronic and physical files for all legal documents in SharePoint and internal databases.
• Provide day-to-day administrative support to the Contract Administrator.
• Monitor and update third-party platforms with insurance renewals and compliance documentation.
• Maintain contract logs and databases, ensuring accuracy and accessibility.
• Support document control, contractor management systems, and internal compliance reporting.
• Respond to internal and external inquiries related to contracts and supporting documentation.
• Review purchase orders for correct contract references and report any discrepancies.
• Manage the department email inbox; organize correspondence and track actionable items.
• Manage and update client database.
• Maintain and update asset and maintenance logs.
• Scan, save, and track maintenance records and invoices.
• Monitor and report on upcoming inspections and registration renewals.
• Support subcontractor and vendor pre-qualification process, including gathering and reviewing documentation.
• Track document expirations (e.g., insurance, licenses) and follow-up on renewals.
• Assist in preparing, issuing, and tracking subcontract agreements.
• Escalate missing or non-compliant documentation as needed to ensure continued compliance.
• Provide administrative support across departments related to compliance, documentation, and data entry.
• Prepare documents for internal approval and track their status.
• Maintain comprehensive filing systems, both electronic and physical.
• Schedule meetings, maintain calendars, and prepare materials for compliance-related activities.
• Draft and format memos, policies, acknowledgements, and routine correspondence.
• Support special projects and regulatory compliance initiatives as assigned.
• Act as a liaison between departments (e.g., Contracts, Safety, Human Resources, Operations) to ensure consistent compliance practices company wide.

WHO WE NEED:

• Minimum of 3 years' experience in contract administration, legal support, or a related administrative role.
• Proficiency in SharePoint, Adobe Acrobat, and Microsoft Office Suite (Outlook, Word, Excel, Teams).
• Exceptional attention to detail, with strong organizational and time management skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• High level of discretion and professionalism when handling sensitive or confidential information.
• Prior experience working in a compliance-driven or highly regulated industry.
• Working knowledge of contract management processes, procurement practices, and risk management principles.

WHO WE ARE:

Founded in 1987, Sigma is a professional multi-discipline engineering and design company that serves the petrochemical, fertilizer, and refining industries. Privately owned and operated by Engineers, Sigma's culture empowers employees and clients to choose relationships and projects that fit our values and ultimately act as an extension of our clients. Our technical resources provide unmatched quality in multi-discipline engineering and design, in-plant services, supplier quality inspections, field services, automation, procurement and expediting, construction management, and leadership training.

If you would like to see more of what Sigma is about visit our website at .

" We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law ."

• Ability to pass pre-employment drug/alcohol screening.
• Ability to pass background screening.
• Must be authorized to work in the United States

Job Tags

Similar Jobs