Contract Administrator

Contract Administrator

Spec Services is a small privately held business in Dallas/Fort Worth that assists in the preparation of architectural specifications for architectural firms. We work with our clients to compile their architectural specifications to deliver a ready-to-print project manual as well as provide ongoing project support.

We are hiring a Contract Administrator to support the full lifecycle of incoming work—from proposal creation through project setup, invoice tracking, and weekly reporting. This role helps ensure projects are clearly scoped, properly set up, and tracked for billing, while coordinating closely with leadership on pricing and scheduling. This is an opportunity to join a dedicated, collaborative team in a unique and challenging role. Please note, this is a full-time, in office position with benefits (Not remote).

This role is impactful on both operations and revenue. Projects are taken from the moment they’re requested all the way through to a clean handoff to production, ensuring everything is clearly scoped, properly scheduled, and set up for success.

The ideal candidate is detail-oriented, confident in directly communicating with clients, enjoys organization, problem-solving, and being at the center of how work gets done.

Key Responsibilities:

Proposal Support

• Serve as the primary point of contact for incoming proposal requests and contract revisions.
• Prepare new proposals using provided scope and pricing inputs.
• Prepare and manage documents for contract revisions.
• Organize project information and ensure clarity in documentation.
• Ensure contract documentation is correct and complete for all accepted proposals.

Scheduling & Coordination

• Coordinate timelines with clients based on direction from leadership.
• Reference the project calendar when communicating availability.

Project Setup

• Set up projects across all systems (Server, QuickBooks Online, QuickBooks Time, Wrike).
• Ensure accurate structure for time tracking and billing.

Invoice Tracking

• Maintain the invoice tracker.
• Ensure data is accurate and consistent across all systems.
• Monitor billing milestones and support invoice timing.
• Ensure no billing opportunities are missed.

Administrative & Process Support

• Track proposal status and assist with follow-ups.
• Track requests for additional services and assist with follow-ups.
• Maintain organized records and improve internal workflows.

What Success Looks Like:

• Proposals are prepared quickly and accurately.
• Projects are set up cleanly with no confusion.
• Invoice tracker is reliable and up to date.
• Weekly reports are accurate and timely.
• Leadership is supported without bottlenecks.

Qualifications

• Experience in the AEC industry is a plus.
• Computer proficiency skills, including:

- Electronic file management.

- Microsoft Suite (Word, Excel, Outlook, Teams).

- Cybersecurity awareness.

- Project management programs (Wrike, preferred).

• Strong organizational skills and attention to detail.
• Professional communication skills (written and verbal proficiency).
• Ability to manage multiple tasks and deadlines.
• Critical and analytical thinking skills.
• Proactive, resourceful, and adaptable mindset.

Preferred Experience

• Background in architectural design.
• Professional services, project management, or contract administration, 3-5 years.
• Accounting or bookkeeping.

- Familiarity with QuickBooks programs.

• Business and client relationship development.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• Dental insurance
• Health insurance

Application Question(s):

• Are you legally able to work in the United States?

Experience:

• QuickBooks: 3 years (Preferred)

Ability to Commute:

• Farmers Branch, TX 75244 (Required)

Work Location: In person