Reports To

Project Management / Executive Management


Job Description

Provide oversight and administration of contracts through office work directly related to the general business operation of the employer or the employer’s customers.


Essential Functions

  • This job requires the exercise of discretion and independent judgment with respect to matters of significance
  • Welcome visitors by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintain supplies inventory by checking stock to determine inventory level; placing orders for supplies; verifying receipt of supplies.
  • Ensure operation of office equipment by scheduling maintenance; calling for repairs; maintaining equipment inventories.
  • Prepare, distribute, and collect correspondence, memos, and reports.
  • Make travel arrangements and prepare registration for business and conference travel.
  • Provide administrative support to the assigned division.
  • Responsible for the preparation and administration of contractual documents and proposals.
  • Maintain detailed and organized audit files for each project, to include original contract, all correspondence, changes/deviations, amendments, clarifications, and payment schedules.
  • Track authorizations and correspondence.
  • Ensure that contractor, subcontractors, and suppliers are in compliance with company policy, owner specifications, and government regulations.
  • Coordinate bidding process; order plans and contract documents; maintain bid calendar; prepare bid proposals.
  • Prepare and submit billings.
  • Follow up to guarantee contractual payments have been made.
  • Review, challenge, and analyze project invoices, ensure accurate coding and capturing of costs.
  • Resolve cost discrepancies by collecting and analyzing information.
  • Ensure prior to releasing final payable to contractors and suppliers that lien releases and all close-out documents are in order.
  • Respond to questions and/or provide advice regarding licensing policies, procedures, or state regulations.
  • Maintain records, prepare, and submit licensing correspondence, applications, and permits.
  • Develop marketing materials; compile and format proposals and promotional items.
  • Represent the Company at conventions and meetings as requested.



  • Operate a computer and word processing software and other standard office equipment.
  • Type accurately at a speed necessary to meet the requirements of the position.
  • Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
  • Communicate clearly and effectively orally and in writing.
  • Manage multiple and rapidly changing priorities.
  • Maintain highly sensitive and confidential information.


Supervisory Responsibilities

This position has no supervisory responsibilities


Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.


Physical Demands

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.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands or fingers, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.


Expected Hours of Work

This is a full-time position.
Days and hours of work are:
Monday 7:30 AM to 5:00 PM
Tuesday – Friday 8:00 AM to 5:00 PM



Occasional travel may be required; a Motor Vehicle Report will be run if travel is ever expected.
No Special license is required for this position.


Required Education and Experience

High School Diploma or GED
Two years of office experience


Preferred Education and Experience

Bachelor’s degree

FLSA Status: Exempt

AAP/EEO Statement

The Policy of our company is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, age, national origin, disability or status as a protected veteran; and to affirmatively seek to advance the principles of equal employment opportunity.

Further, the Company takes affirmative action to insure that applicants and employees covered under Executive Order 11246, as amended, the Rehabilitation Act of 1973 and the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, are not discriminated against due to their race, color, religion, sex, national origin, disability or status as a protected veteran.

As President and Chief Executive Officer, I affirm that the above Equal Employment Opportunity Policy and the Affirmative Action Program executed simultaneously herewith reflect the Company’s attitude and its intention to:

  • Recruit, hire, train and promote for all job classifications without regard to race, color, religion, sex, age, national origin, disability or status as a protected veteran.
  • Insure that all other personnel actions such as compensation, benefits, transfers, terminations, company-sponsored training, educational tuition assistance and social and recreational programs are administered without regard to race, color, religion, sex, age, national origin, disability, or status as a protected veteran.

Employees and applicants shall not be subjected to harassment, intimidation, threats coercion or discrimination because they have; (1) filed a complaint; (2) assisted or participated in an investigation, compliance review hearing or any other activity related to the administration of any federal, state or local law requiring Equal Employment Opportunity; (3) opposed any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercised any other right protected by federal, state or local law requiring equal opportunity.

The Company in compliance with Executive Order 11246, as amended by Executive Order 11375, the Rehabilitation Act of 1973 and the Vietnam Era Veteran’s Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, maintains a written Affirmative Action Program. The Affirmative Action Program is maintained in the Human Resources Department and is made available to prospective employees and employees upon request, during normal business hours.

Overall responsibility for directing and implementing the policy enunciated herein and the Company’s Affirmative Action Program has been assigned to the HR Manager, who serves as the Company’s Affirmative Action Officer. The day-to-day responsibilities have been assigned to the HR Manager, who serves as EEO Officer.

All personnel actions will be analyzed to insure that the Equal Opportunity Policy and the Affirmative Action Program are being properly implemented and annual reports will be submitted to me so that I may monitor progress.


Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.