Administrative Assistant, Contracts Department

The Poole and Kent Corporation•Ashburn, VA

2d•$60,000 - $68,000

About The Position

The Administrative Assistant supports the Contracts Department and the Director, Contracts and Legal Affairs in managing contract documentation throughout the full contract life cycle. The role handles the preparation, coordination, distribution, and filing of prime contracts, subcontracts, amendments, change orders, correspondence, notices, and supporting documents. It tracks contract milestones, deadlines, notice requirements, approval status, and outstanding deliverables, and maintains contract files, registers, logs, databases, and internal procedures. The position also provides general office and coordination support, including calendar management, meeting scheduling, document distribution, and preparation of spreadsheets, reports, letters, forms, and presentations. The role works with project teams, procurement, accounting, contractors, subcontractors, vendors, and other parties, and must maintain strict confidentiality when handling sensitive contractual, financial, and commercial information. It does not independently negotiate contract terms, approve scope changes or expenditures, bind the company to contractual obligations, or issue formal contractual notices unless expressly authorized by the Director. The position is based in Ashburn, Virginia. The employee can expect a typical office environment, with occasional visits to field locations. Field conditions may vary by project, manufacturing, or weather conditions, and noise may range from moderate to loud. Compensation is $60,000–$68,000 annually.

Requirements

At least 5 years of related administrative support experience.
High school diploma or GED.
Knowledge of the construction industry and contracting practices.
Working knowledge of federal, state, and city regulations and guidelines.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Ability to communicate effectively in English and collaborate with customers, employees, unions, government agencies, vendors, suppliers, and other contractor organizations.
Integrity, honesty, professionalism, and commitment to company values.
Self-motivated and able to work efficiently in a fast-paced environment.
Excellent organizational, communication, strategic, technical, analytical, problem-solving, and multitasking skills.
High quality standards and attention to detail.
Ability to build positive working relationships with employees at multiple levels, management, suppliers, and customers.
Ability to sit, see, talk, and hear regularly, and to use hands to finger, handle, or feel objects, tools, or controls.
Vision abilities including close, distance, and peripheral vision, depth perception, and ability to adjust focus.
May need to commute to field locations and navigate around job sites.

Nice To Haves

Construction industry experience is preferred.
Associate’s degree from an accredited college or university, or a paralegal certificate, is desirable.
Familiarity with project management or document control software.
Familiarity with construction or financial software packages.

Responsibilities

Provide day-to-day administrative support to the Director, Contracts and Legal Affairs in managing mechanical construction contracts and subcontract agreements.
Prepare, coordinate review of, distribute, and file contracts, amendments, change orders, and other contractual documents.
Assist with preparing contractual correspondence, notices, and supporting documentation at the Director’s direction.
Gather supporting records for claims, time extensions, disputed work, and scope changes.
Maintain contract files, subcontract registers, purchase order logs, and other cost and contract tracking documents.
Maintain change order logs, including potential changes, requests for additional work, scope revisions, and pending and executed change orders.
Track contract milestones, submission deadlines, notice requirements, approval status, and outstanding deliverables.
Escalate overdue responses, missing documentation, and approaching deadlines to the Director.
Manage incoming and outgoing contract correspondence and document distribution.
Maintain electronic and hard-copy project files and office records in accordance with company and project requirements.
Handle sensitive contractual, financial, and commercial information confidentially.
Maintain calendars, schedule meetings, coordinate conference calls, and handle meeting logistics.
Prepare spreadsheets, reports, letters, forms, and presentations using Microsoft Office.
Perform other administrative and coordination duties as assigned.