Administrative Assistant

About the role

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.

Responsibilities

• Document, track, and maintain contracts throughout the contract lifecycle.
  • Update Salesforce records to ensure opportunities are linked to executed contracts.
  • Aid 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.
  • Aid with commercial reviews, including invoice schedules, contract milestones, insurance requirements, and bond requirements.
  • Cook with insurance brokers to obtain and maintain certificates of insurance and other contractual insurance documentation.
• Support 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.
  • Aid management with special projects, reporting, and operational support as needed.
  • Cook meetings, communications, travel arrangements, and office logistics.
  • Prepare reports, spreadsheets, presentations, and documentation for leadership and internal departments.
• 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.
  • Aid management with employee administrative requests and documentation needs.
• 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.
  • Aid with purchase orders, vendor invoices, and administrative purchasing activities.
• Create and maintain employee uniform accounts and coordinate ordering and account updates.
  • Cook 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.
  • Aid in implementing and improving office procedures to increase operational efficiency.

Qualifications

• A High School Diploma or equivalent with additional relevant experience may be considered.
• A minimum of 2 years of experience in contract administration, office administration, or a related administrative support role.
• A strong organizational, analytical, and problem-solving skills.
• A basic understanding of contractual language, contract administration, and contracting lifecycle processes.
• The ability to manage multiple assignments, deadlines, and priorities in a fast-paced environment.
• A strong attention to detail and accuracy in documentation, contract tracking, and expense processing.
• Excellent verbal and written communication skills.
• An advanced proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Experience using Salesforce, Concur, document management systems, or similar business applications.
• The 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.
• A 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.
• Financial & Expense Administration.
• Vendor & Supplier Coordination.
• HR & Employee Support.
• Microsoft Office Suite.
• Organizational Excellence.
• Communication & Collaboration.
• Risk Awareness & Compliance.
• Time Management & Multi-Tasking.

Benefits

• 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.
• Short and long-term disability.

Pay

The salary range for this position is $22-$30/hour. Final compensation will be determined based on experience, qualifications, and overall fit for the role.

Schedule

N/A