Contracts Administrator

Summary

Frontline Wildfire Defense develops wildfire defense systems that combine exterior sprinklers, full-coverage design, and connected software for remote monitoring and response. The Contracts Administrator will manage the execution of installer, client, owner, and general contractor agreements, including subcontracts, statements of work, change orders, compliance documentation, and signatures. The role also maintains audit-ready records, tracks deadlines, coordinates stakeholders, and improves contract workflows.

Responsibilities

• **Own installer master subcontracts** - Prepare, issue, and administer master subcontract agreements for our installer network from creation through full execution
• **Manage subcontract redlining** - Serve as first point of contact for installer-proposed redlines, resolving standard items directly and escalating substantive changes to the Contracts Attorney
• **Own SOWs and change orders** - Draft, issue, and track installer statements of work and SOW change orders, ensuring scope, pricing, and schedule are accurately captured
• **Administer subcontract paperwork** - Collect, verify, and track W-9s, certificates of insurance, additional insured endorsements, lien waivers, and licensing documentation for every installer
• **Own direct-client change orders** - Prepare and process change orders on direct-client agreements, coordinating with Operations to confirm scope and pricing before issuance
• **Own time-and-materials agreements** - Administer both direct-client and general contractor time-and-materials agreements end to end
• **Own owner agreements** - Prepare and process owner agreements, coordinating with Sales and Operations on property-specific terms
• **Support the direct-client stream** - Act as secondary on direct-client contract creation, redlines, paperwork, NDAs, and homeowner association communication
• **Support corporate compliance** - Serve as secondary on registered agent monitoring, annual report monitoring, permitting research and applications, and contractor license tracking
• **Keep records audit-ready** - Maintain organized, current, and complete contract files so any agreement, endorsement, or amendment can be produced on request
• **Track obligations and deadlines** - Monitor insurance expirations, renewal dates, and contract milestones, and flag them before they lapse
• **Support the legal drive** - Partner with the Legal Operations Coordinator to keep shared legal files structured, named consistently, and easy to navigate
• **Be the operational hub** - Serve as the day-to-day point of contact for installers, general contractors, and internal teams on contract status and documentation
• **Drive documents to signature** - Manage the e-signature process end to end and follow up persistently until agreements are fully executed
• **Escalate with judgment** - Recognize which issues you can resolve and which need the Contracts Attorney or General Counsel, and escalate cleanly and early
• **Improve the workflow** - Identify repetitive manual steps and propose template, checklist, or system changes that reduce cycle time

Skills

• 3-5+ years of contract administration experience, preferably in construction, field services, or a skilled trades environment
• Hands-on experience preparing and processing contracts, subcontracts, statements of work, and change orders
• Working knowledge of construction compliance documentation: W-9s, certificates of insurance, additional insured endorsements, lien waivers, and prequalification packets
• Exceptional attention to detail - you catch the wrong entity name, the expired policy, and the unsigned exhibit
• Strong organizational skills with proven ability to manage high document volume and competing deadlines without dropping items
• Clear, professional written communication with external subcontractors, general contractors, and clients
• Proficiency with Google Workspace and/or Microsoft Office and e-signature platforms such as DocuSign or Adobe Sign
• Sound judgment about when to resolve independently and when to escalate
• Able to work autonomously in a remote-first environment
• Remote (U.S. based; must be available to work PST hours)
• Experience in high-growth startups or scaling environments
• Experience utilizing ServiceTitan, Sage Intacct, Procore, or similar construction and field service platforms
• Experience with contract lifecycle management (CLM) systems
• Familiarity with multi-state contractor licensing or permitting requirements
• NCMA certification (CCCM, CFCM, or CPCM) or comparable credential
• Associate's or Bachelor's degree in business, legal studies, construction management, or a related field
• Exposure to residential construction or homeowner-facing agreements

Qualifications

Must Haves

• 3-5+ years of contract administration experience, preferably in construction, field services, or a skilled trades environment
• Hands-on experience preparing and processing contracts, subcontracts, statements of work, and change orders
• Working knowledge of construction compliance documentation: W-9s, certificates of insurance, additional insured endorsements, lien waivers, and prequalification packets
• Exceptional attention to detail - you catch the wrong entity name, the expired policy, and the unsigned exhibit
• Strong organizational skills with proven ability to manage high document volume and competing deadlines without dropping items
• Clear, professional written communication with external subcontractors, general contractors, and clients
• Proficiency with Google Workspace and/or Microsoft Office and e-signature platforms such as DocuSign or Adobe Sign
• Sound judgment about when to resolve independently and when to escalate
• Able to work autonomously in a remote-first environment
• Remote (U.S. based; must be available to work PST hours)

Nice to Haves

• Experience in high-growth startups or scaling environments
• Experience utilizing ServiceTitan, Sage Intacct, Procore, or similar construction and field service platforms
• Experience with contract lifecycle management (CLM) systems
• Familiarity with multi-state contractor licensing or permitting requirements
• NCMA certification (CCCM, CFCM, or CPCM) or comparable credential
• Associate's or Bachelor's degree in business, legal studies, construction management, or a related field
• Exposure to residential construction or homeowner-facing agreements

Benefits

• Company-provided cell phone and laptop
• Medical, Dental, and Vision Insurance
• 401(k) retirement plan
• Flexible time off + 14 paid holidays (yes, your birthday is one of them!)
• Work-from-home stipend to support your remote setup
• Remote-first work environment, fostering work-life balance and autonomy
• Company-provided equipment
• Join a high-performing, mission-driven team doing work that truly matters