Contract Assistant, Administrative​/Clerical

Purpose

The Contracts Assistant provides essential administrative support for the organization's contracting operations. This position handles the processing and execution of various agreements, coordinates document workflows, tracks compliance requirements, and maintains organized records. The Contracts Assistant works closely with the contract administrators to learn the fundamentals while contributing to efficient and compliant contracting processes.

The Contracts Assistant provides essential administrative support for the organization's contracting operations. This position handles the processing and execution of various agreements, coordinates document workflows, tracks compliance requirements, and maintains organized records. The Contracts Assistant works closely with the contract administrators to learn the fundamentals while contributing to efficient and compliant contracting processes.

Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below:

• Actively supports the achievement of construction, utilities, and solar goals and objectives by applying knowledge of company’s contracting, finance, purchasing, engineering and controls procedures, and construction practices.
• Collaborates across area offices and ensures a particular focus on consistency of contract administrative reporting practices and procedures. Adheres to policies, procedures, and standards that protect the company’s interests.
• Promotes and protects the community perception of Teichert.
• Support the cultivation of strong relationships with clients, suppliers, and partners to foster timely contract execution and dispute resolution.
• Collaborate with cross-functional teams, including estimating, sales/business development, legal, finance, and operations, to coordinate contract activities and achieve strategic business objectives.
• Assists in achieving a zero-injury culture through supporting safety programs and actively participating in appropriate safety meetings and training sessions in an effort to maintain a safe and healthy work environment and to meet corporate safety standards.

• Prepare and issue subcontracts, service orders, professional service agreements, and purchase orders in accordance with established procedures and timelines.
• Coordinate electronic document distribution and execution workflows through Docu Sign, ensuring proper routing to all required parties for approval and signature completion.
• Monitor, track, and prioritize incoming agreement requests to ensure efficient processing and timely delivery of executed documents.
• Collect and maintain compliance documentation from subcontractors for both new and existing agreements, ensuring adherence to contractual requirements.
• Generate, prepare, and distribute monthly insurance expiration notifications to subcontractors with expiring or expired certificates.
• Follow up on insurance expiration notices to secure timely renewal of certificates and maintain current coverage documentation.
• Research, obtain, and update subcontractor licensing information and DIR registration numbers to verify ongoing compliance status.
• Review and process bond premium invoices for accuracy and approval prior to payment authorization.
• Collaborate with the Cost team to identify and resolve compliance-related issues that may impact payment processing.
• Maintain organized departmental records and filing systems through accurate document processing, file creation, and systematic record management.

• Contracts & Insurance Risk Manager

• None

• Owners, developers and private customers, public agencies,…