Administrative Assistant - Subcontracts & Purchase Orders

The Beaver Companies • Canton, OH

1d • Onsite

About The Position

The Administrative Assistant - Subcontracts & Purchase Orders supports the preparation, processing, tracking, and maintenance of subcontracts, purchase orders, change orders, and other business agreements. This position works with internal teams, subcontractors, vendors, and business partners to obtain required documentation and ensure records are complete, accurate, and processed in accordance with company procedures. The role also provides administrative support for pre-lien notices, controlled insurance programs, contractor licensing, and other contract-related requirements.

Requirements

• Prior administrative experience required.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Strong critical-thinking and problem-solving skills, including the ability to identify issues and determine appropriate next steps.
• Ability to manage competing deadlines and adapt to changing priorities in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills, with the ability to work successfully across teams and personalities.
• Team-oriented, flexible, and willing to assist where needed to meet department and company goals.
• Sound judgment and discretion when handling confidential information.
• Ability to work independently, follow established procedures, and escalate issues when appropriate.

Nice To Haves

• College degree, relevant coursework, or professional training is preferred.
• Experience supporting construction, contracts, insurance, compliance, or a related function is preferred.
• Familiarity with construction documents, contract terminology, insurance, bonding, or compliance requirements is helpful but may be developed through on-the-job training.
• Construction or contract-document experience is preferred but not required.

Responsibilities

• Prepare, issue, track, and maintain subcontracts, purchase orders, change orders, rental agreements, leases, sales agreements, and related documentation.
• Review documents for completeness, required supporting information, and compliance with company procedures.
• Monitor document status and follow up with project teams, subcontractors, and vendors to obtain signatures, insurance certificates, and other required documentation.
• Maintain accurate records within company systems, including document status, revisions, executed agreements, and supporting correspondence.
• Assist with the administration and tracking of Confidentiality and Non-Disclosure Agreements (NDAs).
• Support statutory pre-lien requirements, including preparing, tracking, and maintaining Notices of Commencement and Notices of Furnishing.
• Coordinate with Accounting and Project Management to resolve documentation issues and support vendor and subcontractor payment approvals.
• Assist with subcontractor enrollment and documentation requirements for Owner-Controlled Insurance Programs (OCIP) and Contractor-Controlled Insurance Programs (CCIP).
• Support the registration, reporting, tracking, and renewal of contractor licenses and other required business registrations.
• Communicate professionally with internal departments and external business partners to answer routine questions and resolve documentation issues.
• Perform electronic filing, data entry, record maintenance, and related administrative duties.
• Provide backup support to the Contract Administrator and Administrative Team as operational needs require.

Benefits

• Equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree