Project Coordinator/ Contracts Administrator

About BlackHorse LLC

BlackHorse LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) construction management and general contracting firm based in Brookfield, Connecticut. We deliver federal, commercial, and residential construction, and we are in a high-growth phase expanding our federal portfolio, including active work for the U.S. Department of Veterans Affairs. We are a tight, accountable team that values precision, ownership, and getting things done right the first time. Veterans are strongly encouraged to apply.

The Role

We are looking for a detail-driven Project Coordinator and Contracts Administrator to own the documentation and compliance backbone of our construction projects, with a particular focus on our federal contracts. Federal projects live and die on accurate, on-time paperwork, and this role makes sure nothing slips. You will be the connective tissue between our project managers, field teams, subcontractors, and our office, keeping submittals, contracts, compliance records, and closeout documentation organized and moving forward. This is a high-visibility role with real growth potential as our federal book expands.

What You Will Do

•         Manage construction project documentation from start to finish, including submittals, RFIs, transmittals, change orders, and schedule of values support.

•         Administer our project management platform (Autodesk Construction Cloud), keeping document logs, drawings, and records current and accurate.

•         Support federal compliance requirements, including Davis-Bacon certified payroll coordination (form WH-347), SAM.gov upkeep, and federal electronic invoicing.

•         Administer contracts and subcontracts by tracking executed documents, modifications, insurance certificates, bonds, and lien waivers, and chasing down anything missing.

•         Coordinate with subcontractors to collect certificates of insurance, certified payroll, and other required documentation.

•         Drive project closeout, assembling O&M manuals, as-builts, warranties, and closeout binders.

•         Support project managers and field staff with reporting, tracking, and meeting documentation.

•         Work alongside our office manager to maintain a company compliance calendar covering certifications, registrations, insurance, and bonding renewals.

What You Bring (Required)

•         Two or more years of experience in construction project coordination, project administration, or contract administration.

•         Exceptional organization and attention to detail, with a track record of managing deadlines and documentation without dropping balls.

•         Proficiency with construction project management software (Autodesk Construction Cloud, Procore, Buildertrend, or similar) and strong Microsoft Office and Excel skills.

•         Clear, professional written and verbal communication.

•         The ability to juggle multiple projects and competing priorities in a fast-moving environment.

Nice to Have (Preferred)

•         Experience on federal or government construction projects.

•         Familiarity with Davis-Bacon prevailing wage and certified payroll requirements.

•         Working knowledge of SAM.gov and federal invoicing systems.

•         Experience with submittals, RFIs, and closeout documentation on federal contracts.

•         Document control or contracts administration experience in the architecture, engineering, and construction (AEC) industry.

Why Join Us

•         Get in early at a growing SDVOSB with an expanding federal pipeline and clear room to advance.

•         Real ownership of your function and a direct impact on the company’s success.

•         A close-knit, mission-driven team that backs each other up.