Chapter Administrator Jobs (NOW HIRING)

Albany, OR | Medford, OR

Schedule: Full-Time, Monday–Friday

Industry: Heavy Civil Construction / Public Works

About Northcore USA

Northcore USA is an Oregon-based heavy civil construction company with operations throughout the Pacific Northwest. We work on public and private projects including roadway, utility, and infrastructure work for clients such as ODOT and local municipalities. Our team is tight-knit, fast-moving, and built around people who take ownership of their work.

The Role

We’re looking for a Contract Administrator to own the full lifecycle of our contract, compliance, and bonding functions. This is a critical position that sits at the intersection of project operations, accounting, and regulatory compliance, and it’s highly visible across our leadership team.

You’ll work directly with Project Managers, our Controller, and company leadership to make sure every project starts clean, stays compliant, and closes out right. If you’re the kind of person who spots a renewal deadline three weeks early, knows the difference between a bid bond and a performance bond, and doesn’t need to be chased to follow through, this role was built for you.

What You’ll Do

Contracts & Subcontracts

• Prepare, review, and administer prime contracts, subcontracts, and proposals for public and private construction projects
• Assemble and complete bid document packages, including company history, project experience, and required forms, for upload or delivery to clients (PMs and Estimators provide the dollar amounts; you put the package together)
• Manage client Master Agreements, track renewal dates, and monitor contract compliance obligations
• Handle project closeout documentation including lien releases, warranty bonds, and final submittals to clients and municipalities
• Respond to document requests from CPAs, insurance carriers, and bonding companies
• Keep contract files organized and audit-ready

Pre-Construction & Project Setup

• Place Northcore on plan holders lists and monitor bids for addenda through closing
• Submit pre-construction documentation packages: insurance certs, bonds, W9, CCB license, and personnel info
• Order Right to Lien Notices for non-public projects per Oregon lien law
• Look up Oregon BOLI and federal prevailing wage rates and communicate them to the Controller and PMs
• Apply for ODOT ROW permits and coordinate related bonding
• Coordinate employee security clearances when required by project specs

Licensing, Bonding & Compliance

• Manage CCB licenses for Northcore USA and affiliated entities, renewals, endorsement tracking, bond and insurance compliance
• Manage SAM.gov federal registrations and annual renewals
• Order and manage bid bonds, payment bonds, performance bonds, and warranty bonds on a per-project basis
• Create and update prequalification applications with state agencies, municipalities, and GCs
• Track and apply for municipal business licenses on a per-project basis
• Coordinate surety information requests with the Controller

Certified Payroll & Prevailing Wage

• Proofread certified payroll reports for accuracy, classifications, wage rates, hours, fringe benefits, before submission
• Submit certified payroll weekly to clients and agencies per Davis-Bacon Act and Oregon ORS Chapter 279C requirements
• Maintain certified payroll records for required retention periods

Subcontractor Compliance

• Collect and maintain current W9s and COIs from all subcontractors before mobilization
• Track COI expirations and follow up on renewals proactively
• Verify subcontractor CCB license status and project-specific compliance requirements

What We’re Looking For

Required

• 3+ years of experience in contract administration, project administration, or a similar role in the construction industry
• Working knowledge of Oregon construction law: CCB licensing, Oregon lien law (ORS Chapter 87), and public contract requirements (ORS Chapter 279C)
• Experience with prevailing wage and certified payroll reporting under Davis-Bacon and Oregon BOLI standards
• Familiarity with public agency contracting — ODOT, federal highway, and/or municipal public works
• Strong organizational skills; able to manage multiple projects and compliance deadlines without dropping anything
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Clear, professional written and verbal communication — you’ll correspond with clients, attorneys, agencies, and subs regularly

Preferred

• Experience with Viewpoint Spectrum or similar construction ERP software
• Familiarity with SAM.gov and public agency prequalification processes
• Experience with ODOT ROW permits and bonding requirements
• Associate’s or Bachelor’s degree in Business Administration, Construction Management, Legal Studies, or a related field
• Prior experience at a heavy civil or public works general contractor

You’ll Thrive Here If…

• You stay on top of deadlines before anyone has to ask
• You understand that a missed bond renewal or a late certified payroll isn’t just an admin issue, it’s a project risk
• You’re comfortable working across departments and building relationships with PMs, accounting, field leadership, and outside agencies
• You can handle confidential financial and legal information with discretion
• You like having real ownership of your work and don’t need a lot of hand-holding to get things done

Location

This position is open to candidates based near either our Albany, Oregon or Medford, Oregon office. Hybrid work arrangements may be available for the right candidate. Some travel to project sites or agency offices may be required on an infrequent basis.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance