1. Position title:
Contract Administrator
2. Location:
Role can be based in JF Shea’s San Diego CA, Walnut CA or Scottsdale AZ office (3 days per week in-office)
3. Business description:
J.F. Shea Co., Inc. is one of the oldest and largest privately held construction and real estate firms in the country. Founded in 1881 and guided by four generations of family leadership, the organization encompasses a portfolio of independent operating businesses spanning heavy/civil engineering (including tunneling and water infrastructure), commercial real estate, residential homebuilding, multifamily property management, construction materials, and venture capital.
The real estate, engineering, and construction group provides services for civil engineering, commercial, and residential projects. The Company’s flagship division, J.F. Shea Construction, offers design and building services, while its civil engineering division builds tunnels and water treatment facilities. Shea Homes builds planned communities and other residences in a half-dozen states. Shea Properties invests in and develops commercial real estate. Shea also owns BlueStar Resort & Golf in Arizona. This story of remarkable accomplishment can be attributed to firmly established traditions that will remain an important part of the company’s history of growth and prosperity well into the 21st century and beyond.
J.F. Shea Co., Inc. inherited the family commitment to hard work and pride in a job well done. Today, the company continues to uphold the ethics and principles established by John Shea more than a century ago, with the same dedication and passion.
4. The position’s scope of responsibility:
POSITION SUMMARY
We are seeking a highly organized and detail-oriented Contract Administrator to join JF Shea's Legal team and support a diverse portfolio of operating companies across the United States.
This role also serves as the primary administrator for purchasing-related contracts, responsible for validating correct legal entities, verifying authorized signatories, tracking contract expirations and renewal obligations, and proactively notifying stakeholders of upcoming milestones. For other agreement types, such as real estate purchase agreements and similar transactions, the role’s involvement is limited to document filing and record maintenance.
This role also serves as the primary administrator responsible for validating correct legal entities, verifying authorized signatories, tracking contract expirations and renewal obligations, and proactively notifying stakeholders of upcoming milestones.
The Contract Administrator will focus on the administration, coordination, and standardization of contracts. Most contract issues will relate to insurance provisions, indemnification clauses, and adherence to company standard terms.
In addition, this individual will play a key role in developing, implementing, and maintaining a contract lifecycle management (CLM) repository of executed contracts, approved contract templates, clauses, and documentation—including leases, amendments, and other transactional documents—to support consistent contracting practices across all operating businesses. This role serves as the primary owner and administrator of the company's CLM system, ensuring accuracy, completeness, standardization, and enterprise-wide adoption as the single system of record for all company contracts.
KEY RESPONSIBILITIES Contract Administration, Tracking & Review
• Draft, review, and redline standard-form sales agreements, consultant agreements, subcontracts, purchase orders, and vendor agreements using company-approved templates.
• Ensure contracts adhere to established company standards, particularly regarding insurance requirements, indemnification provisions, and risk-allocation clauses.
• Coordinate with internal stakeholders across multiple operating companies to ensure contracts reflect business requirements while remaining within approved guidelines.
• Identify deviations from standard language and escalate non-standard terms to the legal team when appropriate.
Exercise independent judgment in identifying contractual risk and process gaps; serve as a first-line reviewer before legal escalation.
• Support the contract lifecycle from initial drafting through execution, record retention, and, if applicable, renewal.
• Maintain and update the CLM database with accurate contract data, key dates, and status information.
• Flag non-standard or potentially risky contract provisions, improper entities, and signature authority violations for review by the legal team.
• Validate correct legal entities and verify that authorized signatories have authority to bind the applicable entity.
• Coordinate assignments and amendments/change orders.
• Track critical contract milestones, including renewal dates, expiration dates, and performance obligations.
• Provide practical guidance to business partners on contracting best practices.
Cross-Functional Collaboration
• Serve as the key point of contact between operating business units, procurement teams, and the legal department on contract preparation and administration.
• Provide guidance to internal stakeholders on the proper use of approved contract templates and clauses.
• Promote consistent contract practices across multiple businesses and geographic locations.
Digital Filing Management
• Ensure all executed contracts are complete, properly signed, and filed in the CLM system.
• Build and maintain a centralized digital library of approved contract templates, forms, and standard clauses—serving as the enterprise single source of record.
• Organize and standardize documentation to ensure easy access for internal teams across all operating businesses.
• Assist the legal department in updating templates and standard language as business needs evolve.
• Maintain organized records to support audit readiness and litigation holds.
Process Improvement
• Help establish best practices and standardized processes for contract administration across the enterprise.
Identify opportunities to improve efficiency, organization, and consistency in the company's contracting processes.
• Assist in implementing contract management tools, filing systems, or digital workflows to support scalability.
• Support the evaluation, implementation, or scaling of systems to meet enterprise needs.
The expected salary range for this position will be $100,000-$120,0000, plus bonus.
The company offers a comprehensive, market-competitive total rewards package, including robust health and welfare benefits, retirement plans, and additional programs designed to support long-term financial security and overall well-being.
Background Requirements/Preferences:
Qualifications
• Experience reviewing and administering commercial contracts, consultant agreements, subcontracts, purchase orders, or vendor agreements.
• Experience supporting multiple operating companies preferred.
• Strong familiarity with contract provisions related to insurance, indemnification, and standard commercial terms.
• Exceptional organizational skills and strong attention to detail.
• Ability to work cross-functionally with business teams across multiple locations.
• Strong written communication skills with the ability to review and redline contractual language clearly and effectively.
• Proficiency with legal and/or enterprise software and document management platforms.
• Proficiency in Microsoft Office Suite.
• Knowledge of residential construction processes and subcontractor management a plus but not required.
• Bachelor's degree preferred