Assistant Contract Administrator

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