Administrative Assistant, Contracts Department

The Poole and Kent Corporation•Ashburn, VA

1d•Onsite

About The Position

The Administrative Assistant in the Contracts Department supports management of contract documentation throughout the contract life cycle under the direction of the Director, Contracts and Legal Affairs. The role prepares, coordinates review of, distributes, and files prime contracts, subcontracts, amendments, change orders, correspondence, and related records. It tracks contract deadlines, notice requirements, milestones, approvals, and deliverables, and maintains contract files, registers, logs, databases, and internal procedures. The position also manages incoming and outgoing contract correspondence, gathers supporting records for claims and other contract matters, and provides general office coordination, including calendar and meeting support and preparation of reports and other materials. It works with project, procurement, accounting, contractor, subcontractor, and vendor stakeholders while handling sensitive contractual, financial, and commercial information confidentially. The position does not independently negotiate contract terms, authorize scope changes or expenditures, commit the company to contractual obligations, or issue formal notices unless expressly authorized. The role is based in Ashburn, Virginia, and may require commuting to and navigating field locations. Office work is generally in typical office conditions; field conditions may vary by project, manufacturing, or weather. Noise is usually moderate to loud. The employer describes itself as a leading mechanical contractor in the eastern United States, with construction and service experience across commercial and government projects.

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.
Integrity, honesty, professionalism, and commitment to company values.
Self-motivation and ability to work efficiently in a fast-paced environment.
Strong organizational, communication, strategic, technical, analytical, problem-solving, and multitasking skills.
High standards of quality and attention to detail.
Ability to build positive working relationships with employees at multiple levels, management, suppliers, and customers.
Ability to communicate effectively in English and cooperate and collaborate with customers, employees, unions, government agencies, vendors, suppliers, and other contractor organizations.
Ability to meet the job’s physical demands, including regularly sitting, seeing, talking, hearing, and using hands to handle or feel objects, tools, or controls; required vision abilities include close, distance, and peripheral vision, depth perception, and adjustment of focus.
Ability to commute to field locations when required and navigate job sites.

Nice To Haves

Construction industry administrative support experience.
Associate’s degree from an accredited college or university.
Paralegal certificate.
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 covering potential changes, additional-work requests, 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.