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Administrative Assistant for Contract Management

2 months ago

Fort Wayne, Indiana, United States Emcor Inc Full time
Job Summary

Shambaugh & Son, LP is seeking a skilled Contracts Administrative Assistant to join our team in Fort Wayne, IN. As a key member of our contract management team, you will be responsible for assisting with the scanning, copying, mailing, and logging of construction contracts.

Key Responsibilities
  • Maintain contracts mailbox by logging contracts into an Excel spreadsheet as received and ensuring spreadsheet accuracy
  • Regularly check DocuSign/AdobeSign platforms for newly issued, reissued, and/or reassigned contracts
  • Follow established naming conventions and file contracts in client network folders
  • Regularly update contract log as contracts are processed
  • Save fully executed contracts and distribute to appropriate internal clients
  • Conduct initial research on incoming contracts, identifying past clients and flagging new client contracts on the contract log
  • Locate applicable addendums or modifications in Client files and, if applicable, incorporate into the PDF contract using correct language and protocol
  • Perform preliminary review of contracts to verify that all required exhibits are included and verify price and scope of the contract match with contract checklist
  • Utilize Litera software to compare contract versions and identify any changes
  • Prepare revisions, copy, and scan as required for paper copy contracts
  • Assist in creating transmittals and mailing out final copies to clients
  • Prepare and draft professional emails related to contract management and client communication
  • Assist with filing, document preparation, and other administrative tasks as needed
  • Support the team with research as needed
Requirements
  • Superior reading comprehension
  • Fluency with Microsoft Word, Adobe PDF, and Microsoft Excel
  • Strong attention to detail and organizational skills
  • Excellent verbal and written communication skills
  • Satisfied working in a supportive role
  • Ability to multitask and prioritize
  • Always improving skills to become a stronger team member
  • Prefer candidate with construction contract experience

EMCOR Group and its companies are committed to equal employment opportunity and affirmative action. We prohibit discrimination and harassment of any kind based on race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.