Contract & Bid Administration Specialist

Position Summary

The Contract & Bid Administration Specialist is responsible for ensuring the accurate creation, review, modification, and execution of customer contracts within Aspire. This position serves as a quality control checkpoint between estimating, operations, and scheduling to ensure every contract is built correctly, meets company profitability standards, is won or renewed successfully, and is prepared for seamless scheduling and execution.

The ideal candidate is highly organized, detail-oriented, analytical, and experienced in reviewing pricing, budgets, production information, and contract details. This individual plays a critical role in protecting company profitability while ensuring contracts move efficiently from proposal through execution.

Essential Responsibilities
Contract Creation & Administration
• Create new maintenance and enhancement contracts in Aspire.
• Review contract details for completeness, accuracy, and compliance with company standards.
• Modify existing contracts as requested while maintaining data integrity.
• Ensure contract terms, pricing, billing schedules, service frequencies, and production information are entered correctly.
• Maintain organized electronic contract documentation and records.

Bid Review & Quality Assurance
• Review awarded bids before contract creation.
• Verify all pricing, labor hours, materials, subcontractor costs, and overhead allocations are accurate.
• Ensure bids meet established gross margin and profitability goals.
• Identify pricing discrepancies or missing information before contracts are finalized.
• Collaborate with estimators to resolve bid inconsistencies.

Profitability Verification
• Review estimated labor budgets and production hours for reasonableness.
• Verify budgeted labor aligns with company production standards.
• Ensure contract pricing supports company financial objectives.
• Escalate contracts that fall below profitability thresholds for management approval.
• Assist in developing reporting that monitors contract profitability.

Contract Workflow Management
• Verify all required approvals have been obtained prior to contract activation.
• Confirm contracts are properly marked as Won within Aspire.
• Ensure all contract information transfers accurately into operational workflows.
• Monitor contract status from proposal through activation.
• Coordinate with sales, estimating, accounting, and operations to resolve outstanding issues.

Scheduling Coordination
• Ensure contracts are completely configured before scheduling begins.
• Verify service frequencies, visit schedules, crews, routes, and production budgets are accurate.
• Coordinate with scheduling teams to ensure timely activation of new contracts.
• Confirm work orders and recurring services generate correctly.
• Assist in resolving scheduling conflicts related to contract setup.
• Ensure that scheduling is done prior to the date of service.

Data Accuracy & Reporting
• Audit contract information for accuracy.
• Develop reports tracking contracts awaiting approval, contracts pending activation, margin compliance, bid conversion rates, scheduling readiness, and contract modification activity.
• Identify trends and recommend improvements to contract administration processes.

Process Improvement
• Recommend improvements to contract creation and approval workflows.
• Develop standardized procedures that improve consistency and reduce errors.
• Assist with Aspire process improvements and system enhancements.
• Create documentation and training materials for contract administration procedures.

Communication
• Serve as the primary liaison between Sales, Estimating, Operations, Scheduling, and Accounting regarding contract setup.
• Communicate contract discrepancies and required corrections promptly.
• Provide regular status updates on pending contracts and approvals.
• Support leadership with reporting and operational recommendations.
• Schedule work tickets or ensure that they are properly scheduled.
• Work with area managers to ensure that crews are identified for the work to be done.

Qualifications
• Associate's or Bachelor's degree in Business Administration, Finance, Construction Management, Operations Management, or a related field preferred.
• 2+ years of experience in contract administration, estimating support, project coordination, operations support, or a related role.
• Experience using Aspire or similar ERP/operations management software preferred.
• Strong understanding of budgets, labor costing, and profitability.
• Excellent attention to detail and organizational skills.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.

Preferred Technical Skills
• Aspire Software
• Microsoft Excel (PivotTables, XLOOKUP, SUMIFS, reporting, dashboards)
• Microsoft Office Suite
• Contract administration
• Estimating software - Aspire
• Scheduling systems – Aspire
• Financial and operational reporting

Key Competencies
• Contract Administration
• Bid Review
• Profitability Analysis
• Financial Accuracy
• Quality Control
• Organization
• Attention to Detail
• Communication
• Process Improvement
• Time Management
• Problem Solving
• Collaboration
• Accountability

Success in This Role
• Ensure every contract is created accurately the first time.
• Protect company profitability by identifying pricing and budgeting issues before work begins.
• Eliminate delays between contract award and scheduling.
• Maintain accurate contract records and documentation.
• Reduce contract errors, billing issues, and scheduling corrections.
• Improve coordination between Sales, Estimating, Operations, and Scheduling.
• Help create standardized, efficient contract administration processes.

Performance Indicators
• Contract accuracy rate
• Percentage of contracts meeting profitability goals
• Time from bid award to contract activation
• Time from contract activation to scheduling readiness
• Number of contract revisions due to setup errors
• Margin compliance on awarded work
• Timeliness of contract processing
• Internal stakeholder satisfaction with contract quality and turnaround

Working Relationships
This position works closely with Sales, Estimating, Operations, Scheduling, Finance, Branch Managers, Account Managers, and Executive Leadership to ensure contracts are profitable, accurately created, and operationally ready for execution.

Position Summary Statement
This position is ideal for someone who enjoys combining attention to detail with operational and financial analysis. The Contract & Bid Administration Specialist serves as the organization’s quality control expert for contract creation, ensuring every awarded job is accurately built in Aspire, financially sound, operationally ready, and positioned for successful execution.