Job Details

CONTRACT ADMINISTRATOR | PROJECT & BUSINESS OPERATIONS

Are you highly organized, detail-oriented, and energized by bringing structure to complex processes?

Hooker DeJong, Inc. (HDJ) is seeking a Contract Administrator to support our project teams, leadership, and business operations. This newly created position plays an important role in helping contracts, certifications, compliance requirements, and project documentation move efficiently across the firm.

At HDJ, we're architects, engineers, and interior designers committed to Improving Lives Through Design. Behind every successful project is a strong operational foundation, and this role helps make that happen.

Why This Role Matters

Our Contract Administrator serves as a key resource for project teams and leadership by helping keep critical documents organized, accurate, accessible, and moving through the right processes at the right time.

You'll work closely with project managers, consultants, leadership, and outside service providers while helping support both project delivery and day-to-day business operations.

What You'll Do

Contract Administration

• Prepare, distribute, track, and maintain project contracts, amendments, change orders, and consultant agreements.
• Coordinate contract routing, signatures, approvals, and execution tracking.
• Maintain contract templates and supporting documentation.
• Help ensure sensitive contractual information is handled professionally and accurately.

Project Documentation & Compliance

• Maintain project records, certifications, insurance certificates, licenses, and related documentation.
• Monitor document requirements and follow up with internal staff, consultants, and clients as needed.
• Assist with document preparation, formatting, quality reviews, and record maintenance.
• Support contract compliance activities, professional licensing records, and related filings.

Project Team & Business Support

• Serve as a resource for project teams regarding contract status and documentation requirements.
• Assist with internal coordination, scheduling, document management, and workflow support.
• Support special projects and operational initiatives that contribute to firm success.
• Help create organized, consistent processes that improve efficiency across the organization.

What We're Looking For

• Associate or bachelor’s degree in business administration, legal studies, project administration, or a related field, or equivalent experience.
• Two or more years of experience in contract coordination, project administration, document management, administrative support, or a related role.
• Exceptional organizational skills and attention to detail.
• Ability to manage confidential information with professionalism and discretion.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with PDF editing and document production tools such as Bluebeam or Adobe Acrobat Pro.

Bonus Points For

• Experience in architecture, engineering, construction (AEC), or professional services industries.
• Familiarity with AIA, EJCDC, or similar contract documents.
• Experience working with consultants, legal counsel, insurance providers, or compliance documentation.
• Familiarity with Deltek Vantagepoint or similar project/business management software.

The Type of Person Who Thrives Here

• You're someone who enjoys creating order from complexity.
• You appreciate details, deadlines, and documentation, but you also enjoy working with people and helping teams succeed. You're comfortable balancing multiple priorities, adapting when needs change, and stepping in wherever support is needed.
• Most importantly, you take pride in helping important work move forward.