Administrative Assistant

Robert Half is working with a highly respected real estate development and investment firm with a long-standing track record of delivering large-scale residential, commercial, and mixed-use projects throughout the San Francisco Bay Area. With decades of industry expertise and a diverse portfolio spanning development, asset management, construction, and consulting services, the organization is known for its commitment to excellence, innovation, and long-term growth.

They are seeking an experienced Project Coordinator & Contracts Administrator to support multiple development and construction projects while managing the full lifecycle of contracts and procurement activities. This role offers the opportunity to work closely with project teams, executive leadership, legal counsel, consultants, contractors, and vendors in a fast-paced and collaborative environment.

Job Description:

• Manage the full contract lifecycle, including contracts, purchase orders, change orders, renewals, and closeout documentation.
• Draft, review, negotiate, and administer design, consulting, and construction agreements.
• Ensure contract compliance with company policies, legal requirements, and applicable regulations.
• Prepare RFQs, RFPs, bid packages, and support vendor selection and onboarding activities.
• Coordinate with project managers, contractors, consultants, accounting, and legal teams to keep projects on track.
• Process project billings, invoices, lien waivers, insurance certificates, and compliance documentation.
• Track project costs and maintain accurate contract, billing, and procurement records.
• Maintain organized, audit-ready project files, including contracts, drawings, RFIs, submittals, and correspondence.
• Identify contract risks, resolve issues proactively, and escalate concerns when appropriate.
• Support project closeout activities and ensure all required documentation is complete.

• Bachelor's degree preferred; equivalent experience considered.
• 4+ years of contract administration experience within the Architecture, Engineering, and Construction (AEC) industry.
• Experience with RFQs, RFPs, procurement processes, and vendor onboarding.
• Strong knowledge of construction and professional services contracts.
• Familiarity with AIA billing, project costing, and contract management practices.
• Proficiency in Microsoft Office, Adobe Acrobat, and procurement/project management systems.
• Strong organizational, analytical, and problem-solving skills.
• Exceptional attention to detail and ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Self-starter with a strong sense of ownership, accountability, and urgency.