Contracts Administrator

US-CA-Los Angeles
Job ID
Administrative/ Clerical

About Vanir

Vanir Construction Management, Inc. has been exceeding client expectations for 35 years. Our progressive growth and quality of service has led Vanir to become consistently ranked among the top construction management firms in the nation by Engineering News-Record. As we continue growing into new areas and markets, our focus is to maintain a team of creative, ambitious, and visionary individuals. 

Job Description



Reports to Area Financial Manager and provides contracts, invoicing and billing support with some administrative, documentation, and office operation functions. Works directly with outside clients in support of established consulting and staff augmentation contracts regarding current embedded employees and new hires.


Essential Duties & Responsibilities:

  • Collaborate with project accounting during monthly billings
  • Collects, reviews, and distribute required client forms for billing purposes including: time sheets, reimbursable back-up and other client mandated authorizations
  • Work with employees and subconsultants to obtain necessary corrections in a timely manner
  • Work with Contracts team, Project Management, and Clients to review, comment, and prepare contracts for signature
  • Track Project Contract Amounts, Expectations and details for billing purposes, and to obtain increase in Funding when needed (as allowed by contract)
  • Produces monthly/quarterly labor distribution reports for internal management for multiple large clients
  • Organizes and file electronically invoice documents, contracts, work orders, task orders, and correspondence between subcontractors, clients, human resources, recruitment, and new hires
  • Maintains all accounts receivable vendor files, voucher records and other data as required to support and verify payments
  • Effectively maintains a filing system of documents for each end client in order to assemble back up material for distribution in an orderly and timely manner
  • Manage the correspondence of staff augmentation resume call events to all subconsultants in a timely manner
  • Manage the submittal process of all applicants for local staff augmentation client open requisitions for both Vanir and the subconsultants specific for each client
  • Distribute onboarding & dispositioning correspondence between end clients and new hires (Vanir and subconsultants)
  • Facilitate new hires through client onboarding requirements for compliance purposes (OSHA training, varying background investigation requirements, and other client specific onboarding documents
  • Meets deadlines with little direction
  • As needed office administrative and Financial Manager support

Minimum Qualifications: 

  • An Associate’s Degree in Finance or related field is required
  • 4 or more years of Contract Management / Finance-related experience is required
  • Bookkeeping/accounting practice and accounts receivable/payable knowledge is required
  • Strong Microsoft Excel is required
  • Ability to maintain confidentiality is required
  • Strong working knowledge of Industry wide financial systems (such as Oracle or Deltek), Adobe, and web based portals strongly preferred
  • Experience working with public clients such as LAUSD, LACCD, and LAWA preferred



How to Apply


If you're interested in working for Vanir Construction Management, Inc., please visit our website to learn more and to apply online at


VEVRAA Federal Contractor

Request Priority Protected Veteran Referrals

EOE Minorities/Females/Protected Veterans/Disabled

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Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.


Pursuant to the Los Angeles Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.


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