Construction Contracts Assistant

About Millstone Weber (100% Employee Owned): We are transportation infrastructure builders solving complex needs for the communities we work in for close to 100 years. We specialize in a broad range of construction markets including Highway/Bridge, Airfield/Federal, Rail/Mass Transit and Alternate Delivery including Design-Build. We focus heavily on self-performance with capabilities including heavy duty concrete paving, bridges, structural concrete, deep foundations, earthwork grading, storm drainage, and highway construction. We are ready to help solve any challenges. At Millstone Weber, we are: Team First, Problem Solving, Passionate About Results, and we Get Better Every day. With these standards at the heart of who we are, MW is constantly striving for the best. About the Role: The Contracts Assistant is responsible for assisting with contract administration across new projects/job setup, subcontracting, purchase orders, change management, pay applications, subcontractor payments, bonding, DBE compliance, project closeout, and year-end audit tasks. This role ensures consistency, accuracy, and compliance with company standards and owner requirements. Key Responsibilities: New Project Contract Administration/Job SetupDownloads data from Spectrum and compares it with vendor quotes, assigns subcontract numbers and imports subcontract items, reviews and distributes wage order summaries, and collects all necessary contract‑related documentsSubcontractor Contract AdministrationReviews prime contract terms for downstream application, creates SharePoint folders and Schedule A links, prepares the Schedule of Values and billing items, reviews and amends subcontract documents, negotiates subcontract terms, prepares sample insurance certificates and verifies limits, and tracks subcontract execution.Purchase OrdersReviews pricing, quantities, dates, and terms, and sends out and countersigns purchase orders.Change ManagementCollects and reviews field change orders, validates Spectrum entries against Owner Change Orders, and imports Change Requests into Spectrum.Owner Pay ApplicationsPrepares, prints, and labels payment applications, compares them with Spectrum data, enters payment applications into Spectrum, and tracks payments in spreadsheets.Subcontractor PaymentsPrints and stores subcontract payment worksheets, compares worksheets to owner pay applications and subcontractor billings, documents payment notes for clarity and accuracy, and ensures no overpayments occur on individual pay items.Bond ReviewReviews and approves bond invoices, requests final consent of surety, and prepares contract status reporting for bond reviews.DBE ComplianceReviews DBE participation goals, tracks participation and project progress, and reports DBE fuel purchases and hauler distributions.Project CloseoutResolves quantity and payment disparities, collects final lien waivers, and submits prevailing wage affidavits along with the DBE final report.Year-End AuditPrepares contract status confirmations, updates the warranty summary, and creates contract briefs for auditors. Qualifications Bachelor's degree in business or similar degree. OR 4+ years' experience in an administrative role, contract administration preferredBackground in construction or related industry strongly preferred.Proficient in Microsoft Excel and Word.Familiarity with Spectrum, SharePoint, or similar ERP/document management systems preferred.Strong attention to detail and organization skills required.Solid math and analytical ability.Clear written and verbal communication skills.Ability to manage multiple priorities and meet deadlines effectively. Physical & Work Environment: Office-based in St. Charles, MO. Why Join Us? At Millstone Weber, we're building more than roads-we're building careers, communities, and a culture of excellence. Join a team that values integrity, innovation, and people-first leadership.