Contract Administration Assistant

Job Description

Job Description

About Us

Architectural Fabrication (Arch-Fab) is a leading B2B manufacturer of aluminum shade and architectural products for the commercial construction industry. Our purpose is to create a place where people can thrive—starting with our own team members. We believe that by fostering an exceptional environment for our employees, we in turn help our customers, partners, and suppliers succeed. Our highly collaborative culture is built on values that identify ideal team players.

The contract administration assistant aids the contract administrator to ensure compliance with policies and procedures as well as any Government contract compliance requirements. This position establishes project and customer set up and obtains all information necessary to advance the contract to executed status.

• Process construction project closeout documents, including warranties, reconciliations, and cleaning instructions, and provide to customers

• Coordination of required documents and addendums during contract administration process

• Entry into Salesforce of special contract requirements, billing and retainage data

• Follow up with internal and external personnel until contracts in fully executed status

• Process certificates of insurance and evidence of property certificates for stored material

• Compliance for insurance requirements

• Respond to Certificates of Insurance requests

• Maintain and update OCIP and CCIP information requests

• Prequalifications - input of company data to qualify to General Contractor portals for qualification approval to bid and execute projects

• Administrative experience

• Salesforce and Google Suite preferred

• Excellent computer skills

• Excellent written and verbal communication skills

• Excellent attention to detail and accuracy in entering financial data

• Ability to prepare business correspondence

• Ability to calculate figures and amounts such as discounts, interest, commissions, and percentages

• Strong organizational, problem solving and analytical skills

• Able to manage priorities and workflow with frequent interruptions and meet deadlines

You are a leader who naturally embodies our core values. We are looking for someone who is:

• Reliable & Accountable: You have a high degree of integrity and your team can depend on you to do what you say you will do.

• A Proactive Learner: You have a growth mindset and are constantly seeking ways to improve yourself, your team, and the business.

• Resilient & Poised: You handle pressure with a calm, even-keeled demeanor and are a persistent problem-solver.

• A True Team Player: You are highly collaborative and understand that the best results come from working together.

• Driven to Excel: You are motivated to go the extra mile and are committed to delivering high-quality results.