Assistant Contracts & Claims Administrator

Job Summary

The Assistant Contracts & Claims Administrator supports the administration of contracts and legal agreements for capital projects. This role assists with contract preparation, agreement review, legal research, document management, stakeholder coordination, invoice processing, and compliance activities while working with internal departments and external agencies to facilitate project delivery.

Duties and Responsibilities

• Assist in preparing and reviewing contracts, legal agreements, and real estate documents for capital projects.
• Track and organize contracts and agreements with public utilities, railroads, municipalities, and third-party organizations.
• Conduct research on title documents, legal descriptions, and property records.
• Draft correspondence and communications with project stakeholders.
• Coordinate invoice processing, purchase orders, and agreement approvals.
• Work with Risk Management, Procurement, Real Estate, Environmental, and Legal departments to support capital projects.
• Maintain electronic and hard-copy contract files and project records.
• Assist in drafting, reviewing, and proofreading contracts, agreements, and memoranda.
• Conduct legal research related to transportation laws, regulations, and court decisions.
• Assist in negotiating agreements with public utilities and external organizations.
• Review insurance requirements and indemnification agreements.
• Assist in preparing Board of Directors materials related to contracts and acquisitions.
• Organize meetings and perform additional administrative duties as assigned.

Requirements

• Bachelor's degree.
• At least 1 year of experience working with contracts, public construction, real estate, railroad projects, or legal agreements.
• Paralegal or contract review experience preferred.
• Knowledge of contract administration and legal documentation.
• Strong research, analytical, and organizational skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects and maintain accurate documentation.