Contract Administrator (Part-Time | 20-25 Hours per Week)

The Gerken Companies•Milan, OH

57d•Onsite

About The Position

We're hiring a Contract Administrator (Part-Time). This position is 20-25 hours per week. This role involves managing administrative responsibilities for paving projects, including preparing bids, securing bonds, maintaining project documentation, and assisting with payments and other office processes. It requires strong organization, attention to detail, and the ability to maintain confidential information while supporting both internal teams and external contractors.

Requirements

High school diploma or equivalent required
Excellent verbal and written communication skills
Proficient in Microsoft Office Suite and other accounting software programs
Ability to work independently and in a fast-paced environment
Excellent organizational skills and attention to detail
Ability to maintain confidentiality
Professional communication and teamwork skills

Responsibilities

Prepare paving bids for GPI, ensuring all necessary signatures and documents are obtained before the deadline
Request and secure bonds for all bidding projects
Complete and organize bidding information sheets in a designated binder
Process payables as received from the Napoleon office
Distribute the weekly job list for PPI/GPI projects in the accounting system
Assign job numbers in the accounting system and job binder, updating information in XBE
Scan and archive contracts and subcontracts, returning signed documents to contractors along with insurance and workers' compensation certificates
Request and file tax exemption certificates from subcontractors and maintain proper records
Provide insurance certificates from the First Insurance Co. portal as needed
Process MDOT and ODOT contracts, including bonds, 35-day letters, and contractor affidavits, uploading documents to ProjectWise/OneSpan
Notarize company documents as required
Assist with phone coverage and general administrative tasks
Maintain regular in-person attendance