Administrative Assistant, Contracts Department

We are one of the leading mechanical contractors in the eastern United States. Our construction and service (mechanical and electrical) experience includes a broad range of commercial and government projects, including data centers, hospitals, sports stadiums, convention centers, hotels, and research laboratories.

Job Title:                             Administrative Assistant, Contracts Department

Location:                             Ashburn, VA

Reports to:                         Director, Contracts and Legal Affairs

FLSA Status:                       Non-Exempt

 

Company Overview

The Poole and Kent Corporation is a subsidiary of publicly traded EMCOR Group Inc. Poole and Kent is one of the leading mechanical contractors in the eastern United States. Our construction and service (mechanical and electrical) experience includes a broad range of commercial and government projects, data centers, hospitals, sports stadiums, convention centers, hotels, and research laboratories.

 

Summary

At the direction of the Director, Contracts and Legal Affairs, the Administrative Assistant, Contracts Department supports the management of contract documentation across the full contract life cycle. Duties include preparing, handling, and distributing prime contracts and subcontracts and tracking notice requirements and key contract deadlines. The Administrative Assistant is also responsible for accurately maintaining the company’s contract documentation, the contract and project database, and internal standard operating procedures for the contract process.

 

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Contract Administration

• Provide day-to-day administrative support to the Director, Contracts and Legal Affairs in managing mechanical construction contracts and subcontract agreements.
• Prepare, coordinate review of, distribute, and file contracts, amendments, change orders, and other contractual documents.
• Assist in preparing contractual correspondence, notices, and supporting documentation at the direction of the Director.
• Gather supporting records for claims, time extensions, disputed work, and scope changes.
• Maintain contract files, subcontract registers, purchase order logs, and other cost and contract tracking documents.
• Maintain change order logs, including potential changes, requests for additional work, scope revisions, and pending and executed change orders.
• Track contract milestones, submission deadlines, notice requirements, approval status, and outstanding deliverables.
• Escalate overdue responses, missing documentation, and approaching deadlines to the Director.

 

 

Correspondence & Records

• Manage incoming and outgoing contract correspondence and document distribution.
• Maintain electronic and hard-copy project files and office records in accordance with company and project requirements.
• Handle sensitive contractual, financial, and commercial information with strict confidentiality.

Office Support

• Maintain calendars, schedule meetings, coordinate conference calls, and handle meeting logistics.
• Prepare spreadsheets, reports, letters, forms, and presentations using Microsoft Office.
• Perform other administrative and coordination duties as assigned.

Reporting Relationship and Authority

The Administrative Assistant reports directly to the Director, Contracts Department and provides administrative and coordination support to the commercial and contractual functions of the company’s construction projects.

The position works collaboratively with the Project Manager, Project Engineers, Superintendent, procurement team, accounting personnel, general contractor representatives, subcontractors, and vendors.

The Administrative Assistant does not independently negotiate contract terms, authorize changes in scope, approve expenditures, commit the company to contractual obligations, or issue formal contractual notices unless expressly authorized by the Director, Contracts Department.

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Preferred Education and/or Experience

• 5+ years related experience in administrative support; construction industry preferred.
• High School diploma or GED required.
• Associate’s degree from an accredited college or university or paralegal certificate desirable.
• Knowledge of the construction industry and contracting practices.
• Working knowledge of federal, state, and city regulations and guidelines.

 

Computer Skills

• Must demonstrate proficiency in Microsoft Office applications, (i.e. Outlook, Word and Excel)
• Familiarity with project management/document control software.
• Familiarity with construction/financial software packages.

 

Required Attributes

The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Must demonstrate integrity, honesty, professionalism and commitment to company values.
• Must be self-motivated and able to work efficiently in a fast-paced environment.
• Must have excellent organizational, communication, strategic, technical, analytical, problem solving, and multi-tasking skills.
• Must have high standards of quality with attention to detail.
• Must build positive working relationships with multiple levels of employees, management, suppliers, and customers.

 

Language Skills

Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customers, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear.  The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

 

While performing the duties of this job, the employee may be required to commute to field locations. The employee must have the ability to navigate around job site locations.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee may expect to work in typical office environment conditions except when visiting field locations. Field environments may vary based on project, manufacturing, or weather conditions.  The noise level in the work environment is usually moderate to loud.

 

 

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

 

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Please review our Affirmative Action Policy.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success.  Equal Opportunity Employer/Veterans/Disabled.

 

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.
Compensation Range: $60,000 - $68,000 annually