Contract Administrative Assistant II
About The Position
We are seeking a detail-oriented and highly organized Contract Administrative Assistant II to support our team. This role is responsible for managing the full contract lifecycle from contract creation and assembly through execution, tracking, and final closeout while maintaining accurate documentation, supporting the contractor bid process, and managing contractor invoicing. This position plays a key role in ensuring contract accuracy, compliance, and efficiency across projects. The ideal candidate thrives in a fast-paced environment, demonstrates effective communication and document management skills, and can effectively manage multiple priorities. This individual will collaborate across teams, take ownership of contract administration processes, and proactively support successful project execution. This role offers the opportunity to support critical infrastructure and engineering projects while contributing to efficient, accurate contract processes that directly impact project success.
Requirements
- 3+ years of contract administration or document control experience.
- Demonstrated advanced Excel skills (complex formulas).
- Strong organizational skills with exceptional attention to detail.
- Effective written and verbal communication skills.
- Strong interpersonal skills and professional etiquette.
- Ability to manage multiple projects and deadlines simultaneously.
- Dependable, with a willingness to support various functions across the company.
- A valid motor vehicle driver’s license in good standing is required. No DWI/DUI convictions.
Nice To Haves
- Knowledge of engineering or construction contract terminology.
- Understanding of contract language and legal terminology.
- Experience coordinating across teams and managing documentation systems.
- Familiarity with contract types and contract management best practices.
- Experience supporting audit or compliance processes.
- Strong problem-solving skills with the ability to resolve discrepancies in contract and financial documentation.
- Familiarity with RUS standards.
Responsibilities
- Own and manage contract-related tasks within the contract intake system (MS Teams Planner App), ensuring accuracy, completeness, and timely processing.
- Administer RUS and non-RUS contracts from initiation through closeout, including routing for signature, tracking execution and approvals, and preparing final documentation.
- Prepare, track, and maintain Master Engineering Service Agreements (MSAs), amendments, and related documentation.
- Ensure accuracy and compliance by maintaining up-to-date contract records and identifying discrepancies.
- Support and coordinate the contractor bid process, including maintaining bidder lists and facilitating communication between clients and contractors.
- Generate and analyze construction progress and inventory reports to support project tracking and contractor invoicing.
- Review contractor invoices for accuracy, compliance, and approval readiness.
- Develop templates and forms to improve consistency in construction documentation.
- Assist with training related to contract processes and procedures.
- Promote process consistency, financial accuracy, and efficient project execution.
- Perform other related duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
