Contracts Admin. Assistant

Contracts Administrative Assistant

Location:

Livermore, CA

Payrate: $28/HR

Schedule:

Part-time | Temp-to-Hire (TTH)

Position Summary:

The Contract Associate provides essential administrative and accounting support for construction projects. This role handles contracts, compliance documentation, vendor coordination, and fleet management. Success requires strong organizational skills, attention to detail, and the ability to independently manage multiple responsibilities in a fast-paced construction environment.

Key Responsibilities:

• Complete and process pre-lien templates accurately and timely
• Route documents for internal approval
• Mail pre-liens via certified mail
• Coordinate with Project Managers and contractors to gather required project information
• Ensure pre-lien information is completed within 20 days of jobsite arrival
• Set up and maintain job folders
• Update and distribute job information files to company users
• Maintain and update job number files
• Prepare subcontract templates (contracts, COI, scope of work documents)
• Distribute documents to Project Managers and contractors
• Track, reconcile, and process invoices related to contracts for payment
• Complete project close-out procedures
• Prepare and distribute waivers for pre-liened projects monthly
• Track receipt of signed and approved waivers
• File documentation appropriately
• Coordinate with vendors to renew/establish contracts and applications
• Complete required project reporting on appropriate websites monthly
• Monitor and close out projects upon completion
• Provide support for payroll and AP functions
• Utilize Pro-Contractor or similar construction accounting software

Required Skills &

Qualifications:

• Proficient in 10-key by touch and typing
• Strong working knowledge of Microsoft Office Suite (including Outlook)
• Exceptional attention to detail and organizational skills
• Ability to work independently with minimal supervision
• Comfortable with electronic filing systems and shared drives
• Able to read and understand company contracts and related documentation

Preferred Qualifications:

• Experience with Pro-Contractor or similar construction accounting software
• Knowledge of construction accounting (AP, union payroll)
• Prior experience in construction administration or contract coordination

Work Environment:

• Fast-paced construction office environment
• Ability to manage multiple projects and deadlines simultaneously
• Frequent communication with Project Managers, contractors, vendors, and internal staff