Entry level Contract Admin 1

Key Responsibilities

• Support project managers and estimators with administrative tasks, job progress tracking, and TDOT requirements.
• Set up jobs in Viewpoint, establish job files, and verify required documentation.
• Review contract documents and performance requirements for alignment with company policies, customer specifications, government requirements, and applicable agreements.
• Maintain subcontractor purchase orders, contracts, payment documentation, service agreements, change orders, and supplemental agreements.
• Order bid, payment, performance, and miscellaneous bonds; coordinate surety releases, quarterly bonds, and submission of required agency packages.
• Forward change orders and supplemental agreements to the surety; request material purchasing certificates when required.
• Notify subcontractors of compliance requirements and maintain related records.
• Coordinate certificates of insurance with vendors and requestors; monitor subcontractor insurance expirations and update files.
• Monitor business and privilege license renewals and support notary compliance, including required filings, bonds, and stamps.

Accounting and Administrative Support

• Manage front desk operations, including greeting visitors, answering and directing phone calls, taking messages, and maintaining visitor logs.
• Prepare reports, maintain electronic and physical filing systems, and compile data for statistical reports.
• Maintain office supplies and inventory; coordinate office and vendor communications.
• Maintain group calendars, including employee vacation schedules.
• Provide administrative support to Accounting, Production, Safety, Environmental, Human Resources, and other assigned departments.

Requirements & Tech Stack

• Prior administrative or office experience required.
• Strong Microsoft Office skills, including basic Excel formulas.
• Viewpoint experience and knowledge preferred.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Experience with construction contracts, AP/AR, insurance, or customer relations preferred.
• Excellent communication, organization, customer service, problem-solving, and recordkeeping skills.
• Ability to work independently, manage competing priorities, and communicate effectively across departments.

Primarily office-based, with occasional visits to job sites, plants, other divisions, or off-site meetings.

Duties may involve sitting, standing, walking, stairs, bending, and twisting.

Occasional early, late, or overtime hours may be required.