Contract Administrator

Job Description

Job Description

About Us

Sasaki is a 300-person, world-class planning and design firm with a dynamic creative culture and a reputation and body of work that spans more than seventy years, working throughout the United States and internationally from our offices in Boston, Massachusetts; Denver, Colorado; Brooklyn, NY; Los Angeles, CA; and Shanghai, China.

Position Summary

We are seeking a detail-oriented and proactive Contract Administrator to support project delivery by managing contracts for Sasaki’s design and planning projects. The ideal candidate will possess a solid understanding of design professional services contracts, project documentation and deliverables, and design and planning workflows. The candidate will report directly to the CFO and will work closely with the accounting team, principals, Chief Marketing Officer, Chief Practice Resources Officer, Director(s) of Professional Practice, and project managers.

Key Responsibilities

• Contract Management: Prepare, review, and administer contracts between the firm, clients, and consultants, and ensure compliance with applicable laws and regulations. Ensure contract amounts are entered accurately in the Contract Management software.

• Document Control: Maintain organized records of contract documents, submittals, change orders (e.g., ensure client and consultant change orders are current and logged), and correspondence.

• Compliance and Risk Management: Ensure all project and contract documentation complies with legal requirements, industry Standard of Care, and firm policies. The candidate may consult with outside counsel, as needed, in collaboration with internal project team leaders to assess contractual risk exposure while recommending creative solutions to support business goals.

• Coordination: Work closely with architects, project managers, consultants, and legal advisors to ensure timely contract execution and resolution of contractual issues.

• Change Management: Track and process change orders and contract modifications in coordination with project teams.

• Project Support: Assist project managers with scheduling, invoicing, and progress reporting from a contractual perspective, ensuring contracts and related tasks are completed timely.

• Client & Vendor Communication: Serve as a liaison to clients and vendors regarding contractual matters and clarifications.

• Training and Continuous Learning: Provide training to Sasaki project managers on critical Sasaki procedures related to contracts and subconsultant agreements. Participate in scheduled PM and Contracts office hours to answer project managers’ questions regarding specific project scenarios.

• Knowledge Base: Create and update templates and other resources as part of a Contracts toolkit. Curate and maintain contracts resources on the firm’s intranet.

Qualifications

• Bachelor’s degree in Architecture, Construction Management, Law, Business Administration, or a related field.

• 3+ years of experience in contract administration, preferably within the architecture, engineering, or construction (AEC) industry.

• Strong knowledge of AIA contracts, building codes, and construction documentation.

• Excellent communication, negotiation, collaboration, time management, and organizational skills.

• Proficiency in Microsoft Office Suite, Google Suite, contract management software, and project resource tracking and collaboration tools (e.g., Deltek Vantagepoint).

• Attention to detail and ability to (accurately) manage multiple projects and deadlines simultaneously.

Preferred Qualifications

• Familiarity with Sustainability and Wellness certifications, such as LEED rating system, as well as public procurement processes.

• Experience with design-build and construction management at-risk (CMAR) delivery methods.

• Paralegal or contract management certification is a plus.