Contract Administrator

About the role

This in-office Contract Administrator will provide administrative support to Kokosing’s Central Ohio’s Asphalt and Concrete estimating, operations and project management team.

Responsibilities

• Prepare bid documents for public and private projects
• Assist Estimators with quote solicitation including outreach, tracking responses, and receiving and filing quotes.
• Maintain compliance management for active projects as needed.
• Manage execution of new project contracts – signatures, obtain insurance, bonds and other required documents.
• Schedule and coordinate arrangements for company Management, Operations and other meetings and record detailed minutes of those meetings as requested.
• Prepare and handle confidential information, including correspondence, reports and other company documents.
• Perform time entry and calendar management.
• Code and route invoices for the appropriate project and account
• Schedule and arrange conference calls and meetings. Make travel arrangements and prepare expense reports.
• Receive clients and guests, and maintain good public relations with them.
• Prepare and proofread correspondence, memoranda, and other documents.
• Organize charity donation efforts, retirement celebrations, and misc. events.
• Arrange and manage catering services for office meetings, including internal meetings.
• Coordinate and perform general office administration functions, including ordering supplies and obtaining office equipment troubleshooting/repair.
• Provide support to field personnel as needed
• Perform miscellaneous filing and clerical tasks.
• Fill in for corporate office receptionist on assigned days/times for fielding of incoming calls and welcoming of visitors.
• Assist Engineers in setting up procured project budgets, subcontracts and purchase orders.
• Work with engineers to approve brokered truck tickets, materials tickets and other miscellaneous items. Provide accounting entry for these approved miscellaneous ticket items.
• Support operations leadership in time entry corrections, building and equipment access cards, and other operational needs.
• Support operations leadership in setting up technical devices such as laptops, tablets, and company cell phones.

Requirements

• High school diploma or equivalent experience required.
• Previous experience as an administrative assistant is required.
• Experience in Executive level support preferred.

Skills

• Excellent writing, spelling, grammar, and proofreading skills
• Possess Microsoft Office and other business software skills
• Typing (50+ wpm)
• Ability to organize, prioritize, and produce quality work
• Ability to effectively multi-task
• Excellent interpersonal communication skills, both verbal and written
• Adaptable to changing demands from multiple people
• Detail and deadline oriented
• Punctual and self-motivated to complete assignments in a timely manner
• Ability to work independently and as part of a team