Contract Administration Coordinator

Overview
We are hiring a Contract Administration Coordinator for a B2B supplier company in the Commercial Interiors/Construction industry. This is a part-time (10 hours per week) role for a US based company. This role is ideal for someone who is proactive, detail-oriented, a self-starter, tech-savvy, process-driven, and comfortable navigating varying requirements across multiple stakeholders.

Key Responsibilities

• Review contract, compliance, and onboarding requirements from multiple general contractors (GCs) and create clear submission checklists per project

• Collect, organize, and submit required documentation (e.g., vendor forms, W-9, pay applications, SOVs, lien waivers, certificates requested from internal teams)

• Complete vendor registration and onboarding tasks in GC/vendor portals; upload forms, certifications, and supporting documents accurately

• Assist with schedules of values (SOV), change orders, and progress billing submissions per contract terms and deadlines

•  Track approvals, due dates, and portal tasks; maintain logs and follow up with internal and external stakeholders until completion

• Coordinate with internal teams to source missing information and resolve discrepancies; escalate blockers promptly

•  Maintain an organized digital filing system and ensure version control and audit readiness

•  Standardize templates/SOPs and recommend process improvements to increase speed and accuracy

• Provide status updates to the account team lead and prepare summary reports as needed

Required Qualifications

• 2+ years of experience in administrative support, contract administration, or project coordination (construction/commercial interiors or related B2B environment preferred)

• Demonstrated success managing documentation across multiple stakeholders and portals

• Excellent written and verbal English communication skills

• Strong attention to detail, organization, and follow-through under tight deadlines

• Tech-savvy with the ability to quickly learn new web portals and client-specific processes

Preferred Qualifications

• Prior experience supporting US-based teams and working across time zones

• Familiarity with schedules of values, progress billing, and lien waiver processes

• Experience with GC/vendor portals (e.g., Textura, Ariba, Coupa, Procore) and pay application workflows

• Experience in administrative support, contract administration, or project coordination (construction/commercial interiors or related B2B environment preferred)

•  Demonstrated success managing documentation across multiple stakeholders and portals

•  Strong attention to detail, organization, and follow-through under tight deadlines

Required Skills & Tools

• Microsoft 365 (Excel, Word, Outlook) and PDF tools (e.g., Adobe Acrobat or similar)

• Cloud file management (e.g., SharePoint, OneDrive, Google Drive)

• Comfort navigating client/vendor web portals and forms

Schedule & Pay

• Part-Time position; 10 hours per week with 2–4 hours overlap within 9:00 AM–5:00 PM Pacific Standard Time

• Pay ranges from USD $258–$387 / R4198 - R6297 ZAR per month

• Includes onboarding/training, skills development, and potential to increase hours as the program grows

System Requirements

• Internet speed of at least 20 Mbps

• Computer with a 2.4 GHz processor or higher

• 8 GB of RAM or higher

• Windows 10 or newer, or Mac OS X 10.10 or newer

• HD 720p webcam

• Headset with a microphone

Benefits

• Opportunity to grow alongside a national B2B program in the commercial interiors/construction space

• Fully remote work with long-term potential

• Competitive pay rates

Closing Statement

If you are organized, proactive, and ready to support a growing B2B program, we encourage you to apply and join a collaborative remote team.