Contracts Administrator
Job Type

About Ayers Saint Gross

Ayers Saint Gross is an internationally recognized design firm with expertise in architecture, planning, landscape architecture, graphic design, interior architecture, and space analytics. Since our founding in 1912, we have built a reputation for designing environments of enduring value. The focus of our expertise and most of our work supports mission-driven clients, particularly colleges, universities, and cultural institutions. Our design approach is inspired by a critical and analytical discourse, a respect for past wisdom, a mind to future potential, and a belief that we have an obligation to leave places better than we found them. Our mission is to engage people and places to create designs that enrich our world. With over 180 professionals, we are headquartered in Baltimore, Maryland with offices in Washington, DC and Tempe, Arizona.

Position Overview

Working within our Contracts Department, the Contracts Administrator will be responsible for reviewing and processing AIA Agreements, Non-Disclosure Agreements, Professional Services Proposals, Client Contracts and Consultant Letter Agreements, tracking relevant project information and requesting Certificates of Insurance. The Contracts Administrator will assist with architecture license registrations and renewals in multiple jurisdictions to ensure compliance.  The position requires close collaboration with various departments, including principals in charge of projects, project management, business operations and finance. This position is based in our Baltimore, MD office.



  • Review and format business proposals prior to release to clients, ensuring uniformity and accuracy.
  • Perform appropriate administrative research to support proposal and contract development. 
  • Identify issues and client requirements, obtain senior management input on timelines and deliverables. 
  • Interface with insurance companies regarding adequacy of coverage. 
  • Assist project managers and principals to review contractual performance of both parties to ensure compliance with terms and to identify conflicts or changes requiring resolution. 
  • Engage with clients on a regular basis to foster strong working relationships. 
  • Maintain Master Service Agreement database.

Licensure and Insurance 

  • Oversee organizational registration with Secretaries of State and business licensure with State Boards of Architecture and Landscape Architecture.
  • Ensure Principals’ architecture registrations are maintained in states where the individuals are practicing. 
  • Assist Principals to keep CEUs current. 
  • Ensure that all business and architecture licenses are accurately entered into the organizational database and that records are securely maintained.
  • Assist with annual business liability insurance renewals.
  • Bachelor’s degree in business or related field preferred. 
  • Reside within a commutable distance to our Baltimore, MD office.
  • Prior work experience with AEC contract administration and AIA Contract Documents online platform preferred.
  • Proficiency in analyzing and updating project budgets. 
  • Experience in applying organizational standards when developing requests for proposals, negotiating terms and drafting contracts. 
  • Ability to systematically analyze complex problems, draw relevant conclusions and implement appropriate solutions. 
  • Significant experience and skill in using MS Word, MS Excel, and Adobe Acrobat editing. 
  • Strong verbal and written skills, and ability to convey complex information in a way that others can readily follow. 

Why Work at Ayers Saint Gross?

  • We are a design-driven firm working with exceptional clients.
  • We are an employee-owned company, with over 100 years of design excellence.
  • We encourage our employees to pursue local and professional advocacy groups.
  • We provide the opportunity to help with pro-bono initiatives that bring Architecture to the community.

Ayers Saint Gross is a respected leader in the community offering comprehensive benefits and a highly energized work environment. For additional information and to apply online, please visit our website at


Ayers Saint Gross is an Equal Opportunity and Affirmative Action Employer. All qualified applicants will be considered for employment based on merit, performance, and business needs without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. Ayers Saint Gross is committed to providing accessible employment; specific physical and mental requirements for this position may be provided upon request. Please contact for additional information.