Contract Administrator at Hidden Creek Landscaping in Hilliard, OH

Now Hiring: Contract Administrator

Location: Hilliard, OH | Full-Time Onsite | Reports to: Director of Administration

At Hidden Creek, we don't just build and maintain exceptional outdoor environments, we create systems, processes, and experiences that set our teams and clients up for success. Behind every successful project is accurate information, seamless communication, and strong operational support.

We're looking for a Contract Administrator who thrives on organization, accountability, and attention to detail. This role serves as the quality control checkpoint between Sales and Operations, ensuring every contract is accurate, complete, and positioned for a smooth project handoff.

About the Role

As the Contract Administrator, you will be responsible for reviewing, validating, and managing contracts to ensure accuracy, completeness, and timely communication throughout the project lifecycle.

You will work closely with Sales, Operations, Design, and Finance to ensure contracts are accurate, billing schedules are correct, project details are complete, and handoffs occur seamlessly. This role serves as the quality control and accountability partner for the sales team by identifying errors, improving processes, and helping maintain high standards across the organization.

This is a highly collaborative role that combines contract administration, data management, reporting, process improvement, and cross-department coordination.

What You'll Do

Contract Quality Control (40%)

Review contracts and estimates for accuracy, completeness, and compliance with company standards. Validate billing schedules, production details, approvals, and documentation before contracts are issued to clients.

System Accuracy & Reporting (25%)

Maintain accurate contract information, billing projections, and forecasting data across LMN, Buildertrend, and Jobber. Generate reports and monitor data integrity to support operational and financial decision-making.

Cross-Department Collaboration (20%)

Coordinate with Sales, Operations, Design, and Finance to ensure proper project scheduling, contract handoffs, and issue resolution. Communicate updates and contract status to key stakeholders.

Client Support & Follow-Up (10%)

Serve as a secondary point of contact for contract-related administrative questions, billing inquiries, and payment follow-ups while delivering exceptional customer service.

Process Improvement (5%)

Identify opportunities to improve workflows, reduce errors, strengthen accountability, and enhance overall contract administration processes.

What Makes You a Great Fit

• 5+ years of experience in contract administration, construction administration, project coordination, sales support, or related operational roles
• Experience working within construction, landscaping, design-build, pool construction, or similar project-based industries preferred
• Strong attention to detail and ability to identify discrepancies before they become issues
• Excellent organizational and time management skills
• Ability to manage multiple priorities and deadlines simultaneously
• Strong communication and relationship-building skills
• Experience working across multiple departments and stakeholders
• Proficiency with Microsoft Excel and business management software
• Analytical mindset with strong problem-solving abilities
• Ability to coach and hold others accountable while maintaining positive working relationships

Why Hidden Creek?

We live by four values:

Dare to Be Different | Driven to Grow | Lead with Intent | Make Someone Smile

We’re not your average landscaping company. At Hidden Creek, we believe in mentorship, tech-enabled operations, and people-first leadership. Guided by the LeanScaper method and connected with top industry peers, our team is shaping the future of how great work gets done. We invest in growth, reward initiative, and develop leaders at every level.

We Offer:

• Medical, Dental, and Vision Insurance
• Life Insurance provided by Hidden Creek
• 401(k) with 4% Company Match
• Paid Time Off
• 12 Paid Holidays (Including Christmas Eve through New Year’s Day)
• Competitive Base Salary + Bonus Opportunity
• Employee Referral Bonus Program
• Core Value Rewards Program
• Team-building events and a collaborative, high-performance culture

Hidden Creek Landscaping, Inc. is proud to be an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. We do not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other legally protected status.

We are committed to complying with all applicable provisions of the Americans with Disabilities Act (ADA). If you require reasonable accommodation during the application or interview process, please let us know.

Employment with Hidden Creek Landscaping, Inc. is at-will. This means that either the employee or the company may terminate the employment relationship at any time, with or without cause or notice.

Required:

• 5+ years of experience in contract administration, construction administration, project coordination, sales support, or a related operational role
• Experience in the landscaping, construction, design-build, pool construction, or related project-based industries
• Experience reviewing contracts, estimates, proposals, or project documentation for accuracy and completeness
• Strong attention to detail and ability to identify discrepancies, errors, and process gaps
• Experience working with multiple software systems and maintaining accurate data records
• Strong understanding of billing schedules, forecasting, reporting, and administrative processes
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Strong verbal and written communication skills
• Proficiency with Microsoft Excel and business management software
• Ability to collaborate effectively with Sales, Operations, Finance, and Leadership teams
• Strong analytical, problem-solving, and accountability mindset

Preferred:

• Experience with LMN, Buildertrend, Jobber, or similar CRM/project management platforms
• Experience supporting contract review, project handoffs, and operational forecasting
• Ability to coach team members on process compliance and documentation standards
• Familiarity with job costing, budgeting, and project scheduling concepts
• Associate's or Bachelor's degree in Business Administration, Construction Management, Finance, or a related field