Contract Administrator (with Sales Operations Support)

Reports to: Director of Sales Administration and Customer Service

Overview

The Contract Administrator at The Professional Group will serve as a critical support role for the organization’s Sales Administration team while acting as the primary owner of contract management across all business lines (janitorial, grounds, and supplies). This role combine sales support, and administrative duties to ensure all company contracts are accurate, compliant, and aligned with business needs. The analyst will also contribute to the development and maintenance of company SOPs.

Hours

Monday through Friday, 8:00 a.m. to 5:00 p.m. Hours will average between 40-45 hours per

week, with flexibility for seasonal peaks (45-50 hours).

Qualifications

Ability to pass Federal eligibility requirements.
Be at least eighteen (18) years of age.
Excellent organizational skills and extreme attention to detail.
Excellent verbal and written communication skills.
Strong computer skills (Microsoft Office applications, specifically Excel and Word).
Familiarity with Google Suite (a plus).
Willingness to work flexible hours based on the needs of the Company.
Strong problem-solving skills and analytical thinking.
Prior contract management experience required (paralegal experience preferred).
Demonstrated ability to maintain accurate electronic filing systems and manage sensitive documents.

Specific Responsibilities

Support the janitorial bid estimation and submission process.
Prepare job cost estimates and support for job bids and work orders.
Prepare reports and analysis for management supporting the sales function.
Coordinate the launch of new jobs.
Maintain job bids and property information files with ongoing updates in an organized manner.
Initiate, schedule, organize, manage, and process subcontractor work performed for the company, including invoicing.
Coordinate subcontractor purchase order and invoice approval process.
Provide general administrative support as requested (phones, filing, etc.).
Assist other departments as needed.
Special projects as requested.

Contract & Compliance Support

Review, redline, and summarize legal and business terms in contracts across all company business lines (janitorial, grounds, and supplies).
Serve as a first point of review for customer and subcontractor agreements, ensuring alignment with company standards before legal counsel review.
Manage the electronic filing, version control, and organization of all contracts to ensure accessibility and compliance.
Track key contractual deadlines (renewals, expirations, notices, insurance requirements) and proactively notify leadership of upcoming obligations.
Collaborate with internal stakeholders (Sales, Operations, Finance, HR) to ensure contract terms are accurately reflected in job setup, billing, and service delivery.
Draft, edit, and maintain company Standard Operating Procedures (SOPs) to document and standardize key processes across departments.
Partner with leadership to identify risk areas in contract language and escalate to legal counsel when necessary.
Support audit and compliance activities by maintaining accurate and organized contract records.
Provide training and guidance to team members on contract procedures and document management best practices.
Apply standard legal language and risk policies in contracts to ensure compliance and minimize company risk in coordination with parent company legal.

#DET

Job Type: Full-time

Pay: From $55,000.00 per year

Work Location: In person

THE PROFESSIONAL GROUP

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Contract Administrator