Administrative Assistant – Contracts

Administrative Assistant – Contracts Job Description Template

Our company is looking for a Administrative Assistant – Contracts to join our team.

Responsibilities:

  • Develop expertise in Salesforce CPQ, including creation of sales order forms (OPF), quotes, and contracts;
  • Maintain Contract and Purchase Order logs weekly to ensure timely receipt of signed documents;
  • Receive and Ship packages as needed;
  • Effectively communicate issues to head of Contracts Team and executive staff;
  • Process Contract, Purchase Order and Change Order requests received from the Project Managers;
  • File Contracts, Purchase Orders and Change Orders to respective folders;
  • Retrieve and sort daily Contract Administration Mail;
  • Scan and Upload documents to Sharepoint;
  • Administer our internal Confluence system, including updating existing client contract pages and ensuring creation of new pages for new clients;
  • Track, maintain, and report status of contracts including renewals and those in negotiation;
  • Other responsibilities as required;
  • Follow contract administration practices and office procedures and formulate appropriate improvements;
  • Maintain Logs for Subcontractor’s Licenses;
  • Assist in regularly and effectively filing contracts in internal systems (paper and electronic filing);
  • Enter Contract Information into Procore Construction Management Software.

Requirements:

  • Ability and comfort interacting with all organizational levels;
  • Ability to adapt to changing priorities;
  • Strong oral and written communication skills;
  • Demonstrated ability to apply knowledge and to use discretion to make sound decisions;
  • Ability to follow complex oral and written instructions;
  • Proven strong skill with Microsoft Office (Word, Outlook, Excel);
  • Records and Information Management;
  • Ability to interact and communicate effectively within the organization;
  • Demonstrated ability to effectively research and interpret;
  • Demonstrate dependability, flexibility and teamwork;
  • Bachelor’s degree or equivalent experience;
  • Advanced proficiency in Excel, Word and Adobe Acrobat;
  • Ability to work independently with minimal supervision or guidance;
  • Proven strong initiative, accountability, and leadership;
  • Prioritization of work schedule to maximize efficient time management with daily and specially requested tasks.