Job Title: Assistant Contract Administrator Location: Holtsville, New York
Job Type: Full-Time
Reports to: Vice President of Estimating
We are seeking a motivated Assistant Contract Administrator to join our team and support our ongoing insurance and pre-qualification efforts.
Job Summary: The Assistant Contract Administrator will be responsible for retrieving, filing, and maintaining insurance documents and assisting with pre-qualifications and post-bid paperwork. This role involves managing and tracking all insurance-related documents, and assisting with pre-qualifications, ensuring timely updates, and distributing information to internal teams. The ideal candidate will have strong organizational skills, an eye for detail, and the ability to manage multiple tasks in a fast-paced environment, playing a critical role in supporting our bidding and business development efforts.
Key Responsibilities:
1. Insurance Management:
o Work directly with the Contract Administrator to ensure all insurance requirements are satisfied during the bidding and post-bid phases.
o Order insurance documents and certificates of insurance.
o Review documents for accuracy and required coverage limits.
o Contact brokers and contractors to resolve missing or incorrect insurance-related items.
o Maintain an organized, up-to-date digital archive of all active policies and certificates of insurance.
2. Pre-qualification and Estimating Support:
o Assist the Contract Administrator with completing pre-qualification forms, vendor applications and nondisclosure agreements.
o Gather required company data, safety records and financial documents.
o Submit packages to clients or platforms on time.
o Follow up on application status updates.
o Assist in maintaining Estimating Calendar and database of projects and bids.
3. Document Management:
o Track updates and changes to insurance, pre-qualification and bid documents to ensure that any modifications are properly filed and communicated to relevant teams.
o Log incoming compliance documents into internal databases.
o Perfonn general office tasks as needed.
Qualifications:
- Strong organizational and problem-solving skills
- Ability to work independently and strong attention to detail
- Ability to multitask, prioritize and work will under pressure to meet deadlines
- Proficient in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and PDF software (Adobe/ BlueBeam). Vista Viewpoint experience a plus.
Schedule:
- In office Monday - Friday, 8am - 4:30 pm
Pay: $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Ability to Commute:
- Holtsville, NY 11742 (Required)
Work Location: In person
