Contracts Administration Assistant

Position Summary

The Contract Administration Assistant provides administrative support to the Contracts team under the direction of a senior contracts professional. Primary responsibilities include reviewing subcontract files for closeout, sending and collecting subcontractor closeout paperwork, and coordinating with business analysts to confirm the accuracy of reported amounts. The assistant is responsible for tracking outstanding items and following up to obtain timely responses.

Essential Duties and Responsibilities

·       Review subcontract files against established closeout checklists to identify missing documents, incomplete information, and outstanding items.

·       Prepare subcontract closeout paperwork using approved templates and instructions provided by the senior contracts professional.

·       Send closeout paperwork to subcontractors and provide routine instructions for completion.

·       Follow up with subcontractors to ensure completed and signed closeout paperwork is received timely.

·       Review returned paperwork for completeness and refer discrepancies or questions to the senior contracts professional.

·       Provide received closeout paperwork to the appropriate business analyst for review and confirmation that the amounts are correct.

·       Track business analyst reviews and follow up to obtain responses within established deadlines. Escalate overdue responses and unresolved discrepancies to the senior contracts professional.

·       Coordinate with Accounting, Procurement, and project personnel to obtain supporting information needed for closeout.

·       Maintain closeout tracking logs, including subcontractor submissions, business analyst confirmations, and outstanding items.

·       Organize and maintain electronic subcontract files, correspondence, and closeout records.

·       Route completed closeout packages for internal review and approval.

·       Assist with routine contract administration, data entry, correspondence, and other administrative duties as assigned.

Required Qualifications

·       High school diploma or equivalent.

·       Strong attention to detail and organizational skills.

·       Ability to follow written procedures and review documents for accuracy and completeness.

·       Clear written and verbal communication skills.

·       Basic proficiency with Microsoft Word, Excel, Outlook, and electronic file management.

·       Ability to manage multiple assignments, track deadlines, and consistently follow through on outstanding requests.

·       Ability to handle confidential business information appropriately.

·       Willingness to learn and seek guidance when needed.

Training and Supervision

No prior contracts experience is required. Training will be provided on subcontract file requirements, closeout procedures, document systems, and internal approval processes. The assistant will work under the direction of a senior contracts professional, who will resolve substantive contract questions and review closeout packages before final approval.