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.

Key Responsibilities

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.

Key Qualifications

• 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 organizational, analytical, and problem-solving skills.
• Basic understanding of contractual language, contract administration, and contracting lifecycle processes.
• Ability to manage multiple assignments, deadlines, and priorities in a fast-paced environment.
• Strong attention to detail and accuracy in documentation, contract tracking, and expense processing.
• Excellent verbal and written communication skills.
• Advanced proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Experience using Salesforce, Concur, document management systems, or similar business applications.
• Ability to maintain confidentiality and professionalism when handling employee, company, and contractual information.

Preferred Qualifications

• Experience supporting contract negotiations and contract lifecycle management.
• Experience with vendor management and procurement processes.
• Knowledge of insurance requirements, certificates of insurance, and risk management practices.
• Additional industry certifications related to contract administration, project management, or business administration.

Core Competencies

• Contract Lifecycle Management
• Office Administration
• Document & Records Management
• Salesforce Administration
• Expense Reporting & Concur
• Vendor & Supplier Coordination
• Employee Onboarding
• Microsoft Office Suite
• Organizational Excellence
• Communication & Collaboration
• Risk Awareness & Compliance
• Time Management & Multi-Tasking

Application Deadline: This posting will remain open for a minimum of five (5) calendar days. The Company reserves the right to extend or close the posting based on business needs and applicable policy requirements.

Important Information: Applicants may be asked:

"Are you currently employed by the Company?"

For standard external opportunities, this question is used for applicant classification, reporting, and workforce analytics purposes only.

We do not accept unsolicited resumes or candidate submissions from third-party recruiters or staffing firms. Resumes submitted without a signed, written agreement with the Company and outside the approved HR/Recruiter process will not be reviewed or considered, and the Company will not be responsible for any associated fees.

Accessibility: If you need an accommodation as part of the employment process, please contact Email: View email address on click.appcast.io