Administrative Assistant

Office Administrator

Are you ready to play a pivotal role in our dynamic organization? As an Office Administrator at United Utility, you will serve as a critical resource supporting both contract administration and day-to-day office operations. This role is responsible for maintaining contract documentation, tracking key contractual milestones, supporting risk management processes, and ensuring efficient administrative operations across the organization.

Location:

Canton, MS

Salary Range: $22-$30/hour. Final compensation will be determined based on experience, qualifications, and overall fit for the role.

Benefits include medical, dental, and vision insurance;
Health Savings Account (HSA) and Flexible Spending Account (FSA) options where applicable; 401(k) with company match; paid time off; company-paid holidays; and short and long-term disability.

Contract Administration

• Document, track, and maintain contracts throughout the contract lifecycle.
• Update Salesforce records to ensure opportunities are linked to executed contracts.
• Assist in preparing reports and Risk Analysis Matrix documentation for review by senior management and executives.
• Provide ongoing support to business units regarding administration of contractual agreements.
• Track and monitor contract milestones, expiration dates, due dates, renewals, and other critical deadlines.
• Maintain contract records using document management systems, software tools, and tracking matrices.
• Review contractual terms and conditions, leases, NDAs, and supplier/vendor agreements to ensure alignment with company standards and risk profiles.
• Assist with commercial reviews, including invoice schedules, contract milestones, insurance requirements, and bond requirements.
• Coordinate with insurance brokers to obtain and maintain certificates of insurance and other contractual insurance documentation.

Administrative Operations

• Maintain efficient day-to-day office operations and support administrative processes across the organization.
• Serve as a central point of contact for administrative support and office-related inquiries.
• Maintain organized digital and physical filing systems for contracts, employee records, and administrative documentation.
• Assist management with special projects, reporting, and operational support as needed.
• Coordinate meetings, communications, travel arrangements, and office logistics.
• Prepare reports, spreadsheets, presentations, and documentation for leadership and internal departments.

HR & Employee Support

• Support employee onboarding and orientation activities, including preparing documentation, scheduling sessions, and coordinating onboarding logistics.
• Coordinate travel and hotel accommodations for new hires and communicate orientation schedules and reporting instructions.
• Process employee administrative documentation, including approved terminations and personnel record updates.
• Maintain employee administrative records while ensuring confidentiality and accuracy.
• Assist management with employee administrative requests and documentation needs.

Financial & Expense Administration

• Process Concur expense reports and ensure expenses are reconciled and submitted within monthly deadlines.
• Review expense reports and reimbursement requests for completeness, accuracy, and compliance with company policies.
• Support tracking of administrative expenses and financial documentation.
• Assist with purchase orders, vendor invoices, and administrative purchasing activities.

Office & Vendor Management

• Create and maintain employee uniform accounts and coordinate ordering and account updates.
• Coordinate with vendors, service providers, and suppliers to support office operations.
• Order and maintain inventory of office supplies, equipment, and administrative materials.
• Support vendor communications, purchasing activities, and supply management.
• Assist in implementing and improving office procedures to increase operational efficiency.

• High School Diploma or equivalent with additional relevant experience may be considered.
• Minimum 2 years of experience in contract administration, office administration, or a related administrative support role.
• Strong…