Project, Contracts & Operations Administrator

PROJECT, CONTRACTS & OPERATIONS ADMINISTRATOR

Department: Real Estate & Construction Department
Reports To: Director of Real Estate & Construction
Employment Status: Exempt, Full-Time
Location: Diocese of Orange / Pastoral Center
Salary Range: $95,000 - $120,000 annually, depending on qualifications and experience

Position Summary
The Project, Contracts & Operations Administrator is a key administrative and operational position within the Real Estate & Construction (REC) Department. This position provides comprehensive contract administration, project administration, departmental systems management, office coordination, and executive-level administrative support to the Director of Real Estate & Construction and the department's Project Managers.

The position serves as a central point of coordination for REC contracts, project records, internal approval processes, project databases, and administrative workflows. The successful candidate will be highly organized, detail-oriented, proactive, and comfortable managing multiple projects and priorities in a fast-paced architecture, engineering, real estate, and construction environment.

Because all Roman Catholic Bishop of Orange employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

Essential Duties and Responsibilities:
• Prepare, generate, route, track, and maintain consultant agreements, construction contracts, amendments, change orders, related contract documentation, and other project agreements using approved Diocese templates and processes.
• Coordinate contract execution from initial request through review, approval, signature, distribution, insurance/compliance verification, and final closeout.
• Maintain accurate contract logs and monitor pending agreements, expiration dates, insurance certificates, required supporting documentation, and outstanding action items.
• Serve as the REC Department's primary administrative coordinator for the internal project tracking systems, including project intake, routing, status tracking, documentation, approvals, reporting, and ongoing data integrity.
• Monitor project tracking system activity and proactively follow up with parishes, schools, cemeteries, Project Managers, and other stakeholders regarding incomplete submissions, required documentation, approvals, and next steps.
• Administer and maintain the REC project database and related project-tracking systems, ensuring that project information, budgets, schedules, status, contacts, approvals, and key documents remain current and accurate.
• Develop and maintain department-wide tracking tools, dashboards, logs, and reports to provide visibility into active projects, contracts, approvals, deadlines, and department workload.
• Provide administrative project support to Director of Department, multiple Project Managers, including project setup, document control, meeting coordination, meeting minutes, correspondence, bid documentation, proposals, change documentation, invoices, schedules, and project closeout records.
• Assist Project Managers with tracking project budgets, commitments, consultant and contractor invoices, change orders, allowances, and other financial or administrative information associated with projects.
• Coordinate project start-up and closeout documentation, including executed agreements, insurance documents, permits and approvals, warranties, as-built documents, operation and maintenance manuals, and other required records.
• Support procurement and bidding activities by organizing bid documents, maintaining bidder information, coordinating proposal receipt, preparing bid comparison materials, and maintaining procurement records as directed.
• Provide direct administrative support to the Director, including preparation of correspondence, reports, presentations, meeting materials, departmental updates, and special projects.
• Assist the Director with tracking departmental priorities, assignments, deadlines, follow-up items, and information needed for leadership, committee, and governance meetings.
• Coordinate departmental meetings, calendars, conference rooms, agendas, minutes, action-item tracking, and follow-up communications as needed.
• Perform office-management functions for the REC Department, including maintaining shared files and departmental records, coordinating office supplies and equipment, supporting onboarding of new department staff, and helping maintain consistent administrative procedures.
• Serve as a professional point of contact with parishes, schools, cemeteries, diocesan departments, consultants, contractors, vendors, and other outside parties.
• Assist with vendor onboarding and maintenance of required vendor documentation, insurance certificates, licenses, and other compliance records.
• Help develop, document, and improve REC administrative procedures, templates, workflows, filing standards, and quality-control practices.
• Handle confidential, sensitive, and proprietary information with appropriate discretion and professionalism.
• Perform other administrative, project, contract, and departmental support duties as assigned by the Director of Real Estate & Construction.

Minimum Qualifications
• Minimum of five (5) years of progressively responsible experience in contract administration, project administration, construction administration, office operations, executive support, or a closely related field.
• Demonstrated experience preparing, processing, tracking, and maintaining contracts and related business documentation.
• Advanced proficiency with Microsoft Office, particularly Word, Excel, Access, Outlook, Teams, PowerPoint, and SharePoint or comparable document-management platforms.
• Experience maintaining project databases, workflow systems, document-control systems, or project-management software.
• Strong organizational skills with the ability to manage multiple projects, deadlines, contracts, and competing priorities simultaneously.
• Exceptional attention to detail and commitment to maintaining accurate records and reliable data.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, meeting materials, and contract-related documentation.
• Ability to work independently, anticipate needs, follow through on assignments, and appropriately escalate issues requiring management attention.
• Ability to collaborate effectively with executives, Project Managers, parish and school leadership, consultants, contractors, vendors, and internal departments.
• Demonstrated discretion and sound judgment when handling confidential or sensitive information.

Preferred Qualifications
• Associate or bachelor's degree in business administration, construction management, project management, accounting, real estate, or a related field.
• Prior experience in the architecture, engineering, construction (AEC), facilities, real estate, or capital-project environment.
• Experience supporting an owner-side capital projects, construction, facilities, or real estate department.
• Working knowledge of construction contracts, consultant agreements, change orders, insurance requirements, invoicing, project budgets, and project closeout documentation.
• Experience with project-management or construction-management platforms systems.
• Experience administering internal approval/workflow systems and developing project tracking reports or dashboards.
• Experience providing administrative support to a department director or senior executive.
• Familiarity with Catholic diocesan, parish, school, cemetery, nonprofit, or mission-driven organizational environments is beneficial.

Core Competencies
• Contract and document administration
• Project coordination and follow-through
• Systems and database administration
• Process improvement and quality control
• Organization and prioritization
• Professional communication and customer service
• Financial and administrative accuracy
• Confidentiality and discretion
• Initiative, accountability, and problem solving
• Team collaboration and service-oriented support

Work Conditions
• The position primarily involves work on parish premises and in an office setting, requiring frequent use of standard office equipment such as computers, AV, telephones, printers, credit card terminals, postage machines, and filing systems.
• Occasional evening and weekend work may be required to support department programs, operational needs, or campus events.
• Must be available to adjust the work schedule as needed to meet organizational deadlines, operational demands, ministry activities or special projects.
• Regular interaction with diocesan leadership, parish and school representatives, consultants, contractors, vendors, and internal departments. Frequent collaboration with project managers and external stakeholders regarding contracts, project documentation, schedules, and approvals.
• Position may require attendance at project meetings, site visits, and construction-related activities at various diocesan locations.
• Some local travel may be required for meetings, trainings, or work-related events.

Physical Requirements
• Ability to remain seated for extended periods while performing administrative and computer-based tasks.
• Frequent walking, standing, and movement around the parish or office facilities to support programs and operational needs.
• Frequent use of computer screens and keyboards for extended periods while reviewing contracts, maintaining databases, preparing reports, and processing project documentation.
• Ability to read and review detailed documents, plans, reports, spreadsheets, and electronic records with a high degree of accuracy.
• Ability to lift and carry items up to 25 pounds, such as materials, supplies, and event equipment.
• Manual dexterity required for operating office equipment, preparing materials, and managing paperwork.
• Visual and auditory ability to communicate effectively with colleagues, students, and visitors in person, via email, and by phone.
• Must be able to set up and dismantle chairs, tables, and other equipment required for meetings, programs, or campus activities as needed.