Contract Administrator Executive Assistant

Job Description

Job Description

Contract Administrator - Executive Assistant

$75-85,000

Bergenfield, NJ

Construction Company

For a well-established, privately owned construction company that has served the New Jersey/New York metropolitan area for over 50 years. We are seeking an organized and proactive Contract Administrator - Executive Assistant to help support our leadership team and ensure the smooth operation of our office.

Position Summary

This position will oversee the daily operations of the office and provides administrative support to executive leadership. This role supervises two administrative team members, coordinates office operations, manages documentation and compliance activities, and serves as a key resource for employees, clients, and vendors.

Key Responsibilities

• Manage day-to-day office operations and supervise the Sales Administrator and Operations Administrator.
• Serve as the primary point of contact for visitors, clients, vendors, and incoming phone calls while providing exceptional customer service.
• Support executive leadership with calendar management, meeting coordination, travel arrangements, correspondence, and special projects.
• Prepare, process, and maintain contracts, purchase orders, corporate documents, and other business records.
• Coordinate project documentation, contracts, and compliance activities, including requesting, tracking, and verifying Certificates of Insurance (COIs), managing compliance enrollments, and processing workers' compensation documentation.
• Maintain company records, office attendance and vacation schedules, and administrative databases.
• Coordinate office vendors, facilities needs, office equipment, and inventory of office and breakroom supplies.
• Assist with planning company meetings, events, and other administrative initiatives.
• Foster a professional, organized, and efficient office environment while providing outstanding support to internal departments.

Qualifications

• 5+ years of executive administrative, office management, or operations support experience.
• Experience managing Certificates of Insurance (COIs) and supporting compliance documentation is required.
• Experience in the construction , contracting, engineering, or project-based industries a must.
• Previous experience supervising or leading administrative staff is a plus.
• Strong organizational, multitasking, and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to handle confidential information with professionalism and discretion.