Contract Administrator

About Us:
Visterra Landscape Group is a platform partner ranking among North America's top 30 landscape service providers. Collectively, Visterra partner companies bring more than 200 years of expert landscape maintenance, enhancement, construction, sweeping, portering, and critical winter services with a reputation for excellence in client service. Our teams value safety, employee wellbeing, and dynamic career pathways. Visterra is a back-to-back winner of Lawn & Landscape's Best Places to Work in Landscaping and has earned consecutive safety awards from the National Association of Landscape Professionals. Learn more at www.vlgllc.com.

Role Overview:
The Contract Administrator plays a critical role in supporting operational and financial success by managing all contract-related documentation, tracking compliance, ensuring accurate billing, and facilitating smooth communication between sales, operations, and clients. This position helps maintain efficiency across branches, reduces administrative errors, and ensures all contract obligations are clearly defined, documented, and executed.

Key Responsibilities:

• Contract Management & Documentation: Prepare, review, and process new commercial landscape maintenance and snow contracts, renewals, and amendments. Maintain an organized digital contract database and verify pricing, service frequencies, scopes of work, and special terms.
• Operational Support: Collaborate with Branch Managers, Account Managers, and Sales to ensure scopes align with operational capacity. Provide contract summaries for route planning and seasonal scheduling.
• Billing & Financial Coordination: Partner with Accounting to ensure timely invoicing based on contract terms. Confirm pricing structures and audit profitability when requested.
• Client & Vendor Communication: Act as a point of contact for clients regarding contract questions, COIs, and renewals. Ensure subcontractor agreements are properly executed and compliant.
• Risk Management & Compliance: Ensure all contracts meet company policy and legal requirements. Track COIs and maintain confidentiality of sensitive documents.
• Data & Reporting: Generate contract status reports for leadership, maintain dashboards, and support annual budgeting through contract verification and revenue forecasting.

Requirements:

• 2-4 years of experience in contract administration, project coordination, or office management.
• Strong understanding of service-based contracts and billing practices.
• Exceptional attention to detail and organizational skills.
• Proficiency with Microsoft Office Suite, CRM platforms, and contract management systems.
• Ability to read, interpret, and summarize scopes of work.
• Excellent communication and interpersonal skills.
• Ability to prioritize multiple tasks and meet tight deadlines.

Preferred Skills:

• Experience with landscape maintenance or snow operations terminology.
• Knowledge of contract compliance practices, COIs, and vendor agreements.
• Comfort navigating fast-paced environments with frequent deadlines.