FEC Administrative Specialist

Turner Construction•Dallas, TX

About The Position

The FEC Administrative Specialist performs daily administrative tasks and services to support a functional business team, such as the Procurement department. The role provides professional customer service, processes routine administrative items, edits and assembles documents and reports, handles inquiries, and maintains organized records and filing systems. The position supports Procurement activities by generating contracts in the Procurement system of record, uploading and tracking documents through DocuSign, maintaining subcontractor updates, tracking insurance certificates and renewals, and organizing executed agreements. It also assists with bidding and subcontractor prequalification, including coordinating pre-bid meetings, distributing and receiving bid documents, researching subcontractors, tracking compliance information, and routing bidder questions and answers. The role works with Procurement Agents and Managers, proofreads work before signature, follows up on missing or expiring insurance, and updates contract and insurance records as directed. The specialist contributes to team coverage and continuous improvement, supports company culture and DE&I activities, and performs other assigned duties. The role regularly works in an office or remote setting and may occasionally visit construction sites or other locations. Limited travel is noted.

Requirements

High school diploma.
Minimum of 5 years of relevant administrative assistant experience.
High degree of detail, accuracy, and organizational skills.
Ability to maintain confidential information.
Ability to work independently with some oversight and as part of a team.
Approachable, proactive, positive, and professional attitude.
Professional verbal communication and written business communication skills.
Ability to conduct research and effectively proofread.
Active listening skills and follow-through on commitments.
Good judgment to solve problems, escalate issues, and request prioritization of responsibilities.
Computer and data-entry skills, including Microsoft applications, collaborative meeting platforms, and general office equipment.
Familiarity with Procurement systems and DocuSign.
Ability to meet the described physical demands, including frequent computer use and regularly lifting or moving up to 10 pounds and occasionally up to 25 pounds.

Nice To Haves

College degree and/or relevant administrative skills certification.
Construction, Purchasing, Procurement, or other related experience.

Responsibilities

Provide professional customer service and support day-to-day administrative work for a local business unit.
Process mail and overnight mailings, photocopy and file documents, manage phone lists, process invoices, and order supplies and stationery.
Edit and assemble documents and reports; respond to general inquiries and escalate issues appropriately.
Develop general knowledge of contract documents and types, select appropriate contract forms, and generate accurate contracts in the Procurement system of record.
Upload documents into DocuSign, maintain subcontractor updates, track documents through completion, and maintain executed contracts.
Maintain organized filing systems and coordinate document retrieval, distribution, and storage.
Track Certificate of Insurance renewals and keep related documentation and system details up to date.
Assist with bid lists, pre-bid meetings, bid document distribution and receipt, and bidder compliance spreadsheets.
Conduct subcontractor prequalification research and follow up to support completion of the prequalification process.
Contact vendors and subcontractors during bidding to determine trade-item coverage, identify problems, and forward them to the Procurement Agent.
Route bidder questions for clarification and forward answers to bidders.
Track and request missing or expiring insurance, verify compliance with agreement requirements, and follow up with stakeholders until resolved.
Proofread work before presenting it to the Procurement Agent or Manager for signature.
Compile and route agreements for execution through DocuSign.
Release and update contracts and insurance records, and update Procurement database halt codes as directed.
Organize Procurement documentation for distribution and filing, including local distribution and storage of executed contracts and related documents in shared systems.
Manage subcontractor prequalification files and obtain and enter current Experience Modification Rate and financial information into the prequalification system.
Support coworkers and provide relief for their duties when needed.
Contribute ideas for continuous improvement and team effectiveness.
Participate in company culture, values, and Diversity, Equity, & Inclusion activities.
Perform other assigned activities, duties, and responsibilities.