Contract Administrator-AD-14

Summary:

 

The Contract Administrator’s primary responsibility is to support the contract lifecycle by coordinating, processing, and maintaining customer contracts and related documentation, including routing agreements and proposed revisions to the appropriate stakeholders (e.g., Legal) for review and approval. The successful candidate must be detail-oriented and comfortable spending the majority of each workday reading and verifying contract documents for accuracy, completeness, and proper execution; possess strong writing skills; and communicate effectively with internal stakeholders and external customers/suppliers through both written and verbal correspondence. The Contract Administrator will interact daily with Maxim Crane employees throughout the Central Region and suppliers/customers throughout the U.S. The Maxim Crane Central Region team operates with a collaborative culture, and the Contract Administrator will have regular interaction with Department members, including the Regional Vice President, Director of Operations, Regional Sales and Marketing Director, Sales Coordinator and Senior Contract Specialist to ensure timely processing, tracking, and retention of contract records.

 

Responsibilities:

• Manage the contract administration lifecycle end-to-end—from initial receipt of the contract/request through document setup, internal routing/approvals, execution, and uploading the fully executed agreement and supporting documents into the contract database for retention and reference.
• Coordinate and administer Customer Agreements, Contracts, Purchase Orders, bare rental contracts, and other contract-related documents by preparing drafts from approved templates, verifying completeness, and routing items for internal review/approval as required.
• Serve as the primary administrative point of contact for Sales, Dispatch, and customers regarding contract status, required documentation, and next steps; track open items and respond to emails in a timely manner.
• Generate and process bare rental contracts using Unity/OnBase (or Unity legal software), including basic form completion, Word document formatting, and requesting customer signatures and supporting documents via email.
• Maintain accurate contract records, including version control, tracking, and retention; perform basic Excel tracking and reporting as needed.
• Collect and validate insurance documentation against a checklist provided, request corrected/updated Certificates of Insurance and endorsements when necessary, and document compliance status in the contract file. 
• Route subcontracts and customer-provided documents to the Legal team through Unity for review; track returned comments/required approvals and coordinate execution steps.
• Extract and relay administrative requirements from approved/returned contracts (e.g., billing instructions, insurance requirements, signature needs) to internal teams such as Billing and Operations.
• Coordinate execution and approvals by requesting signatures from the appropriate internal approvers and communicating finalized, executed documents to relevant stakeholders.

Skills & Qualifications

• Bachelor’s degree 
• Experience as a Contract Review Specialist or equivalent role in the construction or related industry
• Strong analytical and organization skills
• Excellent verbal and written communication skills
• Keen attention to detail with an ability to spot errors
• Ability to work with various Maxim Crane employees including clerks, sales personnel, and executives
• Ability to work with customers
• Excellent time-management skills
• Ability to work both independently and in a group environment

Physical Demands:

The physical demands described herein 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 frequently required to walk, use hands to finger; handle or feel; and kneel; crouch; or crawl; and talk; or hear; push and/or pull; reach; bend and/or stoop. The employee may occasionally lift and/or move up to 25 pounds.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is in a typical office setting.

 

About Maxim Crane:

 

Maxim Crane is a coast-to-coast crane rental and lift solutions company specializing in crane rental and turnkey lifting services including operated, maintained, and bare rentals. As specialists within our field, we offer innovative solutions to meet your project’s needs. Situated in over 60 locations, each branch can provide management services; including transportation, risk management, and safety and insurance programs that are unparalleled in the industry.

 

Maxim is an equal opportunity employer and does not discriminate against employees or applicants for employment based on their race, color, religion, creed, sex, national origin or ancestry, age, sexual orientation, disability, genetic information or veteran status, as those terms are defined under applicable laws, or any other characteristic protected by law.