Administrative Assistant - Subcontracts & Purchase Orders

Job Description

Job Description

The Administrative Assistant - Subcontracts & Purchase Orders supports the preparation, processing, tracking, and maintenance of subcontracts, purchase orders, change orders, and other business agreements. This position works with internal teams, subcontractors, vendors, and business partners to obtain required documentation and ensure records are complete, accurate, and processed in accordance with company procedures. The role also provides administrative support for pre-lien notices, controlled insurance programs, contractor licensing, and other contract-related requirements.

Main Job Tasks & Responsibilities

• Prepare, issue, track, and maintain subcontracts, purchase orders, change orders, rental agreements, leases, sales agreements, and related documentation.
• Review documents for completeness, required supporting information, and compliance with company procedures.
• Monitor document status and follow up with project teams, subcontractors, and vendors to obtain signatures, insurance certificates, and other required documentation.
• Maintain accurate records within company systems, including document status, revisions, executed agreements, and supporting correspondence.
• Assist with the administration and tracking of Confidentiality and Non-Disclosure Agreements (NDAs).
• Support statutory pre-lien requirements, including preparing, tracking, and maintaining Notices of Commencement and Notices of Furnishing.
• Coordinate with Accounting and Project Management to resolve documentation issues and support vendor and subcontractor payment approvals.
• Assist with subcontractor enrollment and documentation requirements for Owner-Controlled Insurance Programs (OCIP) and Contractor-Controlled Insurance Programs (CCIP).
• Support the registration, reporting, tracking, and renewal of contractor licenses and other required business registrations.
• Communicate professionally with internal departments and external business partners to answer routine questions and resolve documentation issues.
• Perform electronic filing, data entry, record maintenance, and related administrative duties.
• Provide backup support to the Contract Administrator and Administrative Team as operational needs require.

Skills & Qualifications

• Strong critical-thinking and problem-solving skills, including the ability to identify issues and determine appropriate next steps.
• Ability to manage competing deadlines and adapt to changing priorities in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills, with the ability to work successfully across teams and personalities.
• Team-oriented, flexible, and willing to assist where needed to meet department and company goals.
• Sound judgment and discretion when handling confidential information.
• Ability to work independently, follow established procedures, and escalate issues when appropriate.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Construction or contract-document experience is preferred but not required.

Education & Experience

• College degree, relevant coursework, or professional training is preferred.
• Prior administrative experience required. Experience supporting construction, contracts, insurance, compliance, or a related function is preferred.
• Familiarity with construction documents, contract terminology, insurance, bonding, or compliance requirements is helpful but may be developed through on-the-job training.
• Equivalent combinations of education, training, and relevant work experience will be considered.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit; use hands to handle and feel; reach with hands and arms; and communicate effectively. The employee is occasionally required to stand; walk; and stoop, kneel. The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision. 

Equal Opportunity  

The Beaver Companies provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.