(Agile1) Contract Administrator

Spectraforce Technologies
United States, California, Oakland
Aug 11, 2026
Title: Contract Administrator Location: Oakland, CA 94612 (Hybrid- onsite at Oakland Office, minimum of 2 days and up to 4 per week, depending on business need.) Duration: 23+ months Note: Travel to the San Ramon office 2-4 days a week to retrieve and scan incoming mail for all permit programs.? Top Things: Proficiency using Salesforce/ SAP/Microsoft tools preferred. Communication skills Verbal/writing with internal and external stakeholders General skills for administrative jobs: fee payment, tracking, records management, prioritizing work, Nimbleness Overview: This position manages HAZMAT compliance permit renewals, with backup responsibilities for Air and Water Quality tasks. Responsibilities: Permit Coordination (75% of workload): Manage approximately 1000+ permits/registrations issued by state and local agencies, including: CUPA permits Fire Department permits Spill emergency response invoices Other HAZMAT and Water Quality permits, registrations, or invoices as needed Process permit fee payments in the online payment system. Respond to Environmental Field Specialist (EFS) queries regarding permit status. Resolve permit and invoice discrepancies through direct communication with EFS and regulatory agency staff, and review of online agency compliance systems. Maintain and update permit records in Salesforce to manage and track permit status, including invoice payments. Maintain electronic archives of permits in Salesforce and notify EFS for posting onsite. Develop permit invoice dashboard to track expected permit invoice due dates Proactively reach out to regulatory agency staff for late invoices Mail Management (15% of workload): Travel to the San Ramon office 2-4 days a week to retrieve and scan incoming mail for all permit programs. Prepare and send outgoing mail via USPS, UPS, or Pony Express (intracompany service) as needed. Significant Compliance Obligations (less than 5% of workload): Coordinate the annual payment of critical CDTFA tax payment for Hazardous Substance Environmental Fee and Hazardous Waste Generator Fee. Special Projects Support (5% of workload): Provide general support for special projects/training on an as-needed basis. Backup for air quality/water quality permit tasks on an as-needed basis.