Contract Administrator at Ruppert Landscape in St Augustine, Florida; Jacksonville, Florida

Job description

• Position at Ruppert Landscape Construction
• CONTRACT ADMINISTRATOR
• As a Contract Administrator, you will play a key role in supporting the financial and administrative success of landscape installation projects. This position partners closely with operations and project teams to manage contracts, set up and track projects within company systems, oversee billing and collections, monitor work-in-progress, and assist with monthly financial closeouts. By ensuring accurate reporting and efficient project administration, this role helps keep projects on track and aligned with financial goals.

Responsibilities

• Review and finalize bid packages and contract documentation
• Set up and maintain projects within the cost system to support accurate project tracking, billing, and financial reporting
• Collaborate with project managers, operations teams, vendors, and customers to support successful project execution and financial performance
• Coordinate operational communication and maintain accurate work-in-progress schedules and reporting
• Manage customer billing and collections processes, including preparing, posting, distributing, and tracking invoices for projects managed by internal teams and Project Managers
• Monitor and collect retention payments in accordance with contract terms and project timelines
• Coordinate weekly and monthly financial reporting and assist with month-end close activities to support accurate project and company financial performance.
• Compile and maintain financial and operational data for monthly branch reporting
• Ensure accuracy and completeness of project financial records, contract documentation, and reporting activities

Requirements

• Associate’s or bachelor’s degree in business, accounting, finance, construction management, or a related field preferred
• 2+ years of experience in contract administration, billing, accounting, project coordination, or administrative support preferred
• Experience supporting construction, landscape, or project-based operations preferred
• Strong understanding of billing, collections, financial reporting, and contract administration processes
• Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint
• Strong analytical and problem-solving skills with the ability to interpret financial and operational data and follow through on outstanding items
• Excellent organizational, communication, and time management skills with the ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong attention to detail and accuracy in financial and administrative tasks
• Ability to work collaboratively across departments and communicate effectively with internal teams, vendors, and customers

Skills

Required

• Strong attention to detail and accuracy

Benefits

• Competitive compensation package based on experience and qualifications
• Hands-on learning from day one with ongoing opportunities to learn, grow, and build your career
• Paid time off and holidays to help you maintain a healthy work-life balance
• Medical, dental, and vision insurance plans, plus flexible spending accounts (FSAs) to help cover healthcare and dependent care expenses
• 401(k) retirement savings plan with company match
• Employee Assistance Program (EAP) with confidential support for personal, financial, and wellness needs
• A people-first, family-oriented culture where teamwork, respect, and growth matter and where your hard work is recognized and appreciated