Contracts Administrator

About Us

At American Engineering Testing (AET), we believe that people are the heart of innovation. We create an environment that values teamwork, curiosity, and continuous improvement while delivering innovative engineering and consulting solutions. As a 100% employee-owned firm, we deliver comprehensive testing, analysis, and design to reduce uncertainty in construction projects and offer rewarding work, exceptional training, and career development opportunities.

Job Summary

The Contracts Administrator manages the full lifecycle of AET's customer, vendor, and subcontractor agreements, from drafting and review through execution, compliance monitoring, renewal, and closeout. The position ensures that contracts protect the Company's interests, conform to approved terms and policies, and are accurately recorded and tracked.

The Contracts Administrator works closely with Finance, Operations, Sales, Procurement, and outside legal counsel, and serves as the Company's central point of contact for contract status, obligations, and documentation.

Essential Duties and Responsibilities

Reasonable accommodations or workable solutions may be made to enable individuals with disabilities to perform essential functions.

Contract Drafting and Review

• Draft, review, and negotiate customer agreements, vendor and subcontractor agreements, NDAs, master service agreements, statements of work, amendments, and related documents using Company-approved templates.
• Identify non-standard or higher-risk terms, including indemnification, limitation of liability, insurance, payment, and termination provisions, and escalate as appropriate to management or legal counsel.
• Coordinate internal review, revisions, and approvals in accordance with Company policies and signature authority requirements.

Contract Execution and Records

• Manage the contract execution process, including routing for electronic signature and distribution of fully executed agreements.
• Maintain the central contract repository and related records, ensuring agreements, amendments, supporting documentation, and key dates are complete and current.
• Support contract closeout activities and ensure completed agreements and related documentation are retained in accordance with Company requirements.
• Track renewals, expirations, notice requirements, and other contractual deadlines, and communicate in advance of required actions to appropriate business owners.
• Serve as a primary internal point of contact for contract status, documentation, and process questions.

Compliance and Financial Coordination

• Monitor performance against contractual obligations, including deliverables, service levels, and reporting requirements.
• Verify and maintain required vendor and subcontractor documentation, including certificates of insurance, W-9s, and other compliance records.
• Partner with Accounting to ensure billing, pricing, and payment terms in the ERP match executed contracts, and support revenue recognition and audit requests.
• Review change orders, amendments, and pricing adjustments for consistency with contract terms and required approvals.

Process and Reporting

• Maintain contract templates, clause libraries, standard operating procedures, and related contract administration resources.
• Prepare regular reports on active contracts, upcoming renewals, and open issues for leadership.
• Identify, recommend, and implement improvements to contract administration processes, workflows, controls, and systems, including contract lifecycle management (CLM) tools.

Supervisory Responsibility

• This position has no direct supervisory responsibilities; however, it may provide guidance and coordination to internal stakeholders regarding contract processes, documentation requirements, approvals, and compliance obligations.

Qualifications and Education Requirements

• Bachelor's degree in business, finance, legal studies, supply chain, or a related field, or equivalent experience.
• 3–5 years of experience in contract administration, paralegal work, procurement, or a related role.
• Working knowledge of common commercial contract terms and risk provisions.
• Strong attention to detail, organization, and ability to manage multiple deadlines.
• Strong written and verbal communication skills, with the ability to work effectively across departments and with external parties.
• Ability to exercise sound judgment, identify potential contract risks, and escalate issues appropriately.
• Proficiency with Microsoft Office and electronic signature platforms (e.g., DocuSign, Adobe Sign).

Preferred Skills

• Certified Commercial Contract Manager (CCCM) or Certified Federal Contracts Manager (CFCM) from the National Contract Management Association, or a paralegal certificate.
• Experience with a CLM system (e.g., Ironclad, Icertis, Agiloft) and an ERP.
• Experience with government, public-sector, engineering, construction, or professional services contracts.
• Experience supporting contract process improvements, system implementations, or standardized contract workflows.

Pay Transparency

Base compensation is expected to be in the range of $75,000 to $100,000 per year based on skill set and experience. AET offers a comprehensive benefits package, including health benefits, insurance, Employee Stock Ownership Plan (ESOP), long-term savings, paid time off, and professional development opportunities. The selected candidate must be authorized to work for any employer in the U.S. without requiring visa sponsorship now or in the future.

Work Environment

This job primarily operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The position offers a hybrid work schedule in accordance with AET’s hybrid work policy, provided that daily responsibilities do not require onsite presence. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands or fingers, handle or feel; and reach with hands and arms. The employee is occasionally required to sit; climb or balance, and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Third Party Disclosure  

Notice to Third Party Agencies: AET does not accept unsolicited resumes from third party recruiting firms. Absent a signed Service Agreement by AET’s Chief People Officer (CPO), AET reserves the right to pursue and hire these candidates without financial obligation to recruiters or agencies.